Group Sales Assistant

Overview

The Group Sales Assistant provides administrative support to the Group Sales team to ensure a high level of customer satisfaction, help generate increased revenue, and foster repeat business. Responsibilities include maintaining files, notes, and records; completing data entry; and managing trace systems to ensure timely follow-up and to meet client expectations. This position also supports community, member, lodging, private event, and wedding-related accounts.

The Group Sales Assistant works closely with other departments to coordinate services agreed upon by the Sales Office and to support prospective clients. The role promotes teamwork and quality service through consistent daily communication and coordination across departments. Qualified candidates should be available to work weekdays, 9am-5pm, and available to work evenings and weekends as business needs require. Benefits include health insurance, dental, vision, short-term disability, long-term disability, life and AD&D insurance, Paid Time Off, paid holidays, 401(k) with company match and access to company amenities.

• Communicates all group event details, including (but not limited to) arrival and departure dates/times, room set-ups, diagrams, audiovisual/production needs, rooming lists, special requests or accommodations, special events, on- and off-site entertainment, and transportation.
• Maintains thorough knowledge of the property’s accommodations, meeting facilities, and available support services to promote the effective use of the community’s amenities and services.
• Requests authorization for special rates, concessions, discounts, and other approved offers.
• Ensures group billing is accurate and that all payments are received in a timely manner.
• Maintains accurate records and processes group accounts through final closure.
• Processes all payments for group golf accounts.
• Manages multiple projects accurately and within established timelines.
• Reviews and distributes in-house reports to ensure information is consistent, accurate, and complete.
• Attends designated weekly meetings.
• Communicates professionally and promptly with clients verbally and in writing.
• Communicates event details clearly and in a timely manner to appropriate internal departments and personnel.
• Supports Group Sales by assisting with communications to group contacts and attendees to ensure expectations are met or exceeded.
• Takes a proactive approach to client service and satisfaction.
• Assists with the development and maintenance of company policies, procedures, forms, and systems.
• Assists with follow-up sales lead correspondence and client appreciation letters.
• Performs other related duties as assigned by the Sales Manager.

• Perform other job functions as necessary to ensure property and company goals and guest expectations are exceeded. Attend site visits, menu tastings, planning appointments, etc. when required.

• Experience:
  
  Minimum of two (2) years of experience in a resort, hotel, convention, or conference center environment, preferably supporting a Sales and/or Event Services department.
• Education:
  
  High school diploma or equivalent required. Associate’s degree or higher in Hospitality, Business, Communications, or a related field preferred (or equivalent related experience).
• Event services knowledge:
  Working knowledge of conference service equipment, room set-up styles, and audiovisual/production needs.
• Technology proficiency:
  Strong computer skills, including Microsoft Office (Word, Excel, Outlook). Experience with property management and/or sales/event systems such as Live Rez, Delphi, Northstar, Jonas, Caterease, or similar platforms preferred.
• Billing & invoicing:
  Ability to prepare, review, and reconcile invoices, deposits, and final statements; ensures charges align with contracts, BEOs, and billing instructions.
• Math accuracy:
  Strong basic math skills (percentages, discounts, taxes/service charges) with exceptional attention to detail.
• Payment processing:
  Comfortable processing credit card and ACH payments, documenting approvals, and tracking due dates to ensure timely receipt.
• Account management:
  Maintains accurate account files…