Embassy Suites Landmark - Group Sales Coordinator

Zachry Hospitality Castroville, TX 2019-07-11

Group Sales Coordinator

Job Purpose:

To assist the Director and managers in coordinating and dispersing information related to sales and service functions to all departments. The primary purpose of this position is data entry and processing group bookings in the reservation system.

Job Responsibilities:
  • Data entry using Delphi, Microsoft Office and Excel.
  • Copies and distributes internal/external letters, forms, bookings, contracts, resumes, rooming lists, schedules, lost business and mail to other departments and clients.
  • Act as the primary resource for the operational and administrative functions for group block management including building blocks, managing group inventory, billing, pre-arrival and post departure tasks as required. Act as a resource to the hotel and the client for information. Verify information and disseminate as appropriate.
  • Maintain a working knowledge of the sales, front office, accounting areas. Have a thorough understanding of the operational areas, guest patterns, demand periods and seasons.
  • Possess a working knowledge of the brands guest loyalty program and how it applies to group customers in order to ensure proper credit for reward programs to meeting planners.
  • Special projects as required but not limited to; incentive manuals, Data base reports, maintaining Administrative files, creating forms and ensuring forms letters are updated and current. Other duties assigned by the Director of Sales and/or Director of Group Sales.
  • Assist the Sales team in site inspection preparation and execution to include daily show rooms, amenities, meeting rooms and meal arrangements.
  • Provide updates to the events and catering service teams, sales managers, and GM as needed.
  • Provide administrative support for the Sales & Revenue Departments to include, answering phone calls, faxing, as needed, filing, and copying of requested reports.
  • Prepares and organizes files to facilitate the transition into Events Department.
  • Processes purchase orders, check requests, and distributes mail.
  • Maintenance of all computer data and organization for the Sales department to include creating new file folders, and reader files.
  • Prepares meeting minutes.
  • Enters schedule of events.
  • Other duties as assigned.

Job Skills:
  • Ability to effectively deal with internal and external customers, some of whom will require high levels of
  • patience, tact and diplomacy to defuse anger and collect accurate information and resolve conflicts.
  • Basic mathematical skills and considerable skill in the use of a calculator to prepare moderately complex mathematical calculations without error.
  • Ability to listen effectively and to speak English clearly.
  • Ability to access and accurately input information using a moderately complex computer system.
  • Hearing and visual ability to observe and detect signs of emergency situations.
  • Ability to prepare complex reports.
  • Extensive knowledge of marketing, negotiating and sales procedures associated with the hotel industry.
  • Ability to work effectively both independently and as a team.
  • Ability to manage multiple projects, meet and work effectively under time and resource constraints.
  • Ability to organize detailed information.
  • Ability to decipher data and make sound decisions.
  • Ability to work under time pressures and prioritize work.
  • Good writing/communication skills a must.
Qualifications Standards


High school graduate or equivalent required.

Minimum of 4-year college degree preferred.


Prior hospitality experience preferred but not required.



Zachry Hospitality offers an industry leading benefits package for our Team Members including:

  • Medical, Dental and Vision Insurance
  • Life Insurance
  • 401k
  • Paid Leave
  • Referral Bonus Program
  • Employee Assistance Program
  • Paid Time Off Program
  • Hotel Discount Program
  • And Many More
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