Groups Coordinator

Starting at $22-23/ Hr

The Group Sales Coordinator works closely with the Sales Manager or Representative for the overall coordination of group reservations for agency and non‑agent contracted programs. The role handles all reservation aspects for groups ranging from 1 to 1,000+ attendees. Responsibilities include answering inquiries, providing quotes, confirming orders, typing contracts, coordinating with in‑house transportation and staff services, and client correspondence related to reservations.

• Ensure prompt, efficient reservation service is given for the booking of group reservations.
• Demonstrate good organizational skills to keep multiple elements in order.
• Receive inbound calls of inquiries and reservations.
• Follow up on calls, inquiries, tasks, etc.
• Accurately input group reservations in the proprietary computer system.
• Maintain working knowledge of island locations, routes, venues, and their policies.
• Maintain accurate records of group service files.
• Assist Manager with data inputting for forecasting and similar reports.
• Effectively work with Sales Team to execute and manage the contracted program on site.
• Check and process orders received via phone, email, fax, sales managers, or any other source.
• Book and reconfirm all outside vendors (non‑Roberts Products).
• Reconfirm reservation information with customers via phone recap, email, or fax.
• Use the company proprietary system for service orders and reports (Fare Harbor, Hudson, Coach Manager).
• Provide logistical expertise of routes and venues.
• Create and maintain all required materials necessary for the onsite execution of program(s).
• Support function for Sales Managers.
• Adhere to all company and department policies, procedures, and deadlines.
• Meet with agents before and after contract development.
• Provide guidance on routing, locations, vehicle restrictions, and requirements for group itinerary.
• Coordinate group tours and itineraries based on information collected from the client.
• Communicate and respond to client requests for quotes on transportation and related services.
• Collect payment, reconcile orders, create, and close files.
• Process all payments, refunds, commissions, and gratuity.
• Develop and optimize client relationships for potential future business.
• Coordinate, negotiate, and confirm arrangements and contracts with suppliers.
• Perform other related duties as assigned or requested.

• High School Graduate or equivalent required.
• Minimum of 3 years of experience in tours or hospitality in Hawaii.
• B.S. in Business Administration or Tourism and Hospitality preferred (may be considered equivalent work experience or a combination of education and experience).
• Previous reservations experience preferred.
• Fluent in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Minimum typing speed of 40 words per minute accurately.
• Excellent writing and interpersonal skills.
• Exemplary organization and time‑management skills.
• Ability to understand Western Motor Tariff (Barn Time, Minimum hours, and rates).
• Ability to communicate clearly and work well in a team environment.
• Ability to continually provide stellar customer service.
• Ability to respond to inquiries from clients.
• Ability to prioritize work and meet deadlines.
• Ability to perform positively and accurately in a fast‑paced environment.
• Ability to creatively problem‑solve.
• Familiarity with current industry trends.
• Flexibility to adjust to changing conditions while maintaining a positive attitude.
• Ability to work a flexible schedule, including weekends and evenings with long hours as required.
• Knowledge of general locations of all major islands (Oahu, Maui, Kauai, Big Island).

• Fast‑paced environment.
• Able to lift 20+ pounds as necessary onsite.
• Extended shifts.
• Air‑conditioned office with desk and chair.
• Sitting and working on the computer for extended periods of time.
• General office equipment and supplies.
• Exposure to potential eye strain and muscle strain due to constant use of computer.
• May require inter‑island travel.

The information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, nor all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

EOE/M/F/Vet/Disabilities