Group Sales Coordinator at Westgate Resorts in Ocoee, FL, United States

Job description

• The Group Sales Coordinator supports the hotel’s group sales, event sales, and group booking activities while providing an excellent experience for prospective and existing clients. This role serves as a key point of contact for group reservations, event inquiries, guestroom blocks, meeting and event space, and hotel sales inquiries, helping coordinate each opportunity from the initial inquiry and proposal through the group’s stay or event.
• Working closely with Hotel Sales Managers, Events, Reservations, Food & Beverage, and other hotel departments, the Group Sales Coordinator assists with proposals, contracts, deposits, rooming lists, client communication, and sales administration. This is an ideal opportunity for someone with strong customer service, administrative, hospitality, or sales support experience who enjoys working with clients, coordinating details, and being part of a fast-paced hotel environment.
• Monday through Friday, with work hours between 8:00 a.m. and 6:00 p.m.
• This is currently an in-office position.
• There may be an opportunity to work one day remotely per week in the future, once the dialer system is implemented.

Responsibilities

• Respond to incoming hotel sales and group booking inquiries by phone, email, and online channels, providing prompt and professional service to prospective and existing clients.
• Assist clients with questions regarding group reservations, guestroom blocks, meeting and event spaces, dining options, hotel amenities, and other group offerings.
• Manage initial website and group sales inquiries and assist Sales Managers with preparing proposals and information for prospective clients.
• Monitor the group sales inbox and voicemail, ensuring leads and client inquiries receive timely responses and follow-up.
• Support the group booking and event coordination process, including contracts, deposits, rooming lists, special requests, and communication with hotel departments.
• Maintain accurate client, booking, and sales information in hotel sales and CRM systems, such as Delphi, iVvy, SalesPro, or similar platforms.
• Prepare group resumes, pick-up reports, sales documentation, and other reports needed to support group business and hotel operations.
• Serve as a key point of contact for group and event clients, providing consistent communication and support throughout the booking and event process.
• Support Hotel Sales Managers with site inspections, client meetings, event planning, group sales activities, and cross-departmental coordination.
• Participate in pre-convention meetings, client site visits, and hotel events as needed to help deliver a seamless client and guest experience.

Requirements

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• 2+ years of experience in customer service, hospitality, hotel operations, sales support, administrative support, or a related field.
• Previous hotel, hospitality, group sales, event sales, reservations, or event coordination experience is a plus.
• Experience using CRM, hotel sales, reservation, or customer management systems; experience with Delphi, iVvy, SalesPro, or similar platforms is a plus.
• Experience using internet-based applications, websites, and online tools.
• Proficiency in Microsoft Office, including intermediate-level Microsoft Word and Excel skills.
• Strong organizational and time-management skills with excellent attention to detail.
• Accurate and efficient data-entry and record-management skills.
• Ability to manage multiple priorities, client requests, and deadlines in a fast-paced environment.
• Strong written and verbal communication and customer service skills.
• Fluency in Spanish is a plus, but not required.
• Associate degree or two-year certificate from a college or technical school preferred; relevant experience and/or training may be considered in lieu of education.

Skills

Required

• Excellent attention to detail
• Strong written and verbal communication
• Customer service skills
• Ability to manage multiple priorities
• Microsoft Office (Word, Excel)
• CRM systems (Delphi, iVvy, SalesPro)

Benefits

• Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
• Paid Time Off – Vacation, Sick, and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay – Access Your Earnings When You Need Them
• Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts (FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) – Support When You Need It Most
• Life, Disability, Accident, Critical Illness, and Hospital Insurance
• Pet Insurance for Your Furry Family Members
• Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
• Low-Cost Gym Membership
• NEW! David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents After 1 Year of Service
• Career Growth and Advancement Opportunities
• Community Involvement – Give Back and Make an Impact