Sales and Group Rooms Coordinator

Join Ithaka Hospitality Partners on an Exciting Journey!

Are you ready to be part of something extraordinary? Ithaka Hospitality Partners is seeking a visionary and service-driven Sales and Group Rooms Coordinator to join our dynamic Sales team at Elevation Convening Center & Hotel.

The Sales & Group Rooms Coordinator provides administrative support to the Sales team while serving as the primary coordinator for group room block administration and reservation-related group logistics. The position supports revenue generation and guest satisfaction by maintaining accurate sales and reservation records, managing group room blocks from contract execution through departure, and ensuring timely communication among clients and hotel departments.

Working closely with Sales, Conference Services, Catering, Revenue Management, Reservations, Front Office, and Finance, this role helps move business efficiently from the sales process into execution while providing responsive, professional service to meeting planners, group contacts, university partners, key accounts, and guests.

• Provide day-to-day administrative support to the Director of Sales and Sales Managers.
• Prepare proposals, contracts, banquet menus, presentations, sales correspondence, and other client-facing materials.
• Maintain accurate account, contact, booking, and activity records within the hotel’s CRM and sales systems.
• Assist with lead entry, account maintenance, RFP responses, proposal preparation, and sales activity reporting.
• Manage incoming sales inquiries and route or respond to them appropriately and promptly.
• Coordinate client site visits, familiarization tours, sales appointments, and related logistics.
• Prepare and distribute weekly, monthly, and quarterly sales reports as assigned.
• Maintain organized sales files and ensure required booking documentation is complete and current.

• Serve as the primary administrative contact for group room block and group reservation needs.
• Manage group room blocks from contract execution through group departure, ensuring reservation details align with contractual terms and client expectations.
• Create and maintain room blocks, reservation links, booking instructions, rooming lists, and account-specific reservation requirements.
• Input, update, modify, and cancel group reservations accurately and efficiently.
• Monitor room block pickup, utilization, cut-off dates, attrition, and inventory needs; communicate material changes or concerns to Sales and Revenue Management.
• Process rooming lists and coordinate reservation changes with meeting planners, group contacts, and internal departments.
• Assist with room block adjustments and inventory management in partnership with Revenue Management and Reservations.
• Reconcile rooming lists and applicable group billing information prior to arrival.
• Ensure group reservation details, changes, VIP requests, and special accommodations are communicated accurately to Front Office, Conference Services, Catering, Finance, and other operational teams.
• Support pre-arrival planning and group arrival logistics to help ensure a seamless guest experience.

• Serve as a knowledgeable resource for meeting planners, university contacts, key accounts, travel advisors, and guests regarding group reservations and booking procedures.
• Respond promptly and professionally to reservation and room block inquiries by phone, email, and other communication channels.
• Resolve reservation-related questions and concerns within established service standards, escalating issues when appropriate.
• Maintain current knowledge of hotel accommodations, amenities, rates, packages, and policies.
• Coordinate…