Sales & Groups Rooms Coordinator

Why us?

The Stanley Hotel is seeking a visionary Sales and Group Rooms Coordinator to join our team.

Nestled in the majestic Rocky Mountains in Estes Park, Colorado, The Stanley Hotel is a landmark of timeless elegance, known for its historic charm, panoramic views, and a legacy that has inspired artists, writers, and adventurers for over a century. From its famed role in American pop culture to its status as a luxury mountain retreat, The Stanley offers guests an unforgettable blend of grandeur and mystery.

We're looking for someone who can bring creativity, operational excellence, and a passion for storytelling.

Estes Park is more than a scenic getaway—it"s the gateway to Rocky Mountain National Park, offering year-round outdoor adventure, wildlife encounters, and a vibrant arts and culture scene. Working at The Stanley means embracing the spirit of exploration and hospitality in a setting unlike any other.

The Sales & Groups Coordinator provides comprehensive administrative, sales, and operational support to the hotel’s Sales team. This role is responsible for coordinating group room blocks, managing billing processes, and ensuring accurate communication between clients and hotel departments. Duties include assisting the sales team with qualifying leads, overseeing group rooming lists and pickup reports, ensuring billing accuracy, and serving as a primary liaison for group clients from booking through post-event follow-up.

The Sales & Groups Coordinator works closely with Sales Managers, Revenue, Front Office, and Accounting to maximize revenue, deliver seamless group experiences, and maintain strong client relationships.

• Answer sales office phones during office hours
• Enter and qualify all sales inquiries accurately, timely and in a professional manner.
• Coordination of all group and wedding business as contracted by the sales manager/DOS. Contact and provide appropriate follow-up on all signed/contracted business within five (5) working days. Determine and coordinate all needs of the customer.
• Responsible for effectively communicating with the various departments to ensure that the meeting and related functions are executed to exceed the client’s expectations.
• Responsible for making sure all client accounts (room blocks, events, catering, etc.) are tracked carefully.
• Setting up and maintaining master file for each group with pertinent information, including but not limited to approved changes applied to the group and documented conversations with clients, convention service managers and sales manager (both digital and hard copy if applicable) for each group, event, or client.
• Maintain accuracy of group blocks including cutoff date, room pick up, room type, suite blocks, rates
• Ensure accurate billing set-up for prompt and accurate processing at the end of the events.
• Identify, block and process staff and VIP and comp room reservations with each
• Ensure appropriate inventory and information is available for individual call-in groups via all designated booking channels.
• Monitor group pick up, cut-off dates, rate and room type availability to maximize hotel revenues and client/guest satisfaction.
• Audit all assigned group blocks, room rates and concessions against PMS per contract once group has turned definite.
• Ensure that blocks entered are consistent with pattern for group and that room type blocks flow for duration of the Update as necessary as group rooms pick-up and/or cut-off date has been reached. Seek approval from Revenue Manager for additional rooms beyond contracted block as needed.
• Communicate details with Convention Services and meeting contact.
• Facilitate rooming list entry through method chosen by meeting Ensure all appropriate information is available for individual call in groups.
• Coordinate all group activity and information, including processing of reservations, rooming lists, advance deposits, and group resumes to necessary departments.
• Review rooming lists for accuracy of information, format and billing Identify, process and block rooms for staff and VIP lists as necessary
• Block special request reservations and suites
• Monitor housing bureau pickup as required and…