Group Housing Manager / Sales Administrator

Job Description

Job Description

Position Summary :

The Group Housing Manager / Sales Administrator plays a critical role in managing and coordinating group bookings, room blocks, and housing needs for large events or conferences, while providing administrative support to the sales team.

This position requires a highly organized, detail-oriented professional who can balance customer service, project management, and sales administrative tasks to ensure a seamless experience for both the hotel and its clients.

Key Responsibilities :

• Group Housing Management :
• Coordinate and manage group bookings, including room blocks, reservations, and any special rooming requests.
• Serve as the primary point of contact for group clients, assisting with room assignments, changes, cancellations, and special requests.
• Work closely with the Sales and Events teams to ensure all group housing needs are met for conferences, meetings, and special events.
• Ensure group rooms are blocked and allocated in a timely and efficient manner, optimizing occupancy.
• Handle communication regarding group cut-off dates, release dates, and billing instructions.
• Monitor group rooming lists to ensure all requirements are met, including ensuring correct room rates, guest details, and special needs.
• Sales & Administrative Support :
• Provide administrative support to the sales team by preparing contracts, proposals, and BEOs (Banquet Event Orders) for group bookings.
• Maintain accurate and up-to-date records for all group and event bookings in the hotel’s property management system (PMS) or CRM.
• Assist in responding to inquiries from potential group clients, providing necessary information and quotes for room rates and availability.
• Coordinate with various hotel departments (Front Desk, Housekeeping, Catering, etc.) to ensure seamless execution of group events.
• Assist with client billing, ensuring that charges are correctly assigned to the appropriate accounts and processed in a timely manner.
• Assist with post-event follow-ups, surveys, and reporting to ensure client satisfaction and repeat business.
• Client Relations :
• Provide exceptional customer service to group clients, ensuring their needs are met before, during, and after the event.
• Address any issues or concerns related to group housing and escalate to management as necessary.
• Build and maintain positive relationships with clients and vendors to foster long-term partnerships.
• Reporting and Analysis :
• Track and report on group bookings and room occupancy.
• Assist with forecasting and budgeting for group business.
• Analyze booking trends and provide feedback to the sales team on performance.
• Other Duties :
• Perform other duties as assigned by the Sales Manager or Director of Sales & Marketing.

Required Qualifications :

• High school diploma or equivalent; Bachelor’s degree preferred in Hospitality Management, Business, or related field.
• 2+ years of experience in hotel sales, reservations, or event coordination.
• Experience with hotel property management systems (PMS), sales systems, and Microsoft Office Suite (Excel, Word, etc.).
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to work independently and manage multiple tasks simultaneously in a fast-paced environment.
• Strong problem-solving skills and the ability to address customer issues with a professional attitude.
• Ability to work flexible hours, including evenings and weekends, as needed for group events.

Preferred Qualifications :

• Prior experience in group housing or reservations management.
• Knowledge of the hotel’s local market and competitors.
• Sales experience or an understanding of the sales process in a hotel setting.

Work Environment :

• Fast-paced, client-facing role within a hotel environment.
• Requires frequent collaboration with other hotel departments and external clients.
• Occasional evening and weekend work to accommodate group arrivals and events.

Benefits :

• Competitive salary and performance-based incentives.
• Health, dental, and vision insurance.
• Paid time off (PTO) and holiday pay.
• Employee discounts and other perks.
• Opportunities for career advancement within the hotel chain
10 hours ago