Torchora
Back to Home

Key Responsibilities and Required Skills for Group Coordinator Assistant

💰 $38,000 - $55,000

AdministrationHospitalityEvent PlanningCoordination

🎯 Role Definition

The Group Coordinator Assistant is the organizational backbone of the group services team, providing essential administrative and logistical support to ensure the seamless planning and execution of group bookings, meetings, and events. This role acts as a crucial liaison between clients, the sales team, and various internal departments. The ideal individual is a master of multitasking, a proactive communicator, and exceptionally detail-oriented, thriving in a dynamic, fast-paced environment where their contributions directly impact client satisfaction and team success. You're not just an assistant; you're a central hub of information and a key player in creating memorable experiences for our groups.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Front Desk Agent or Guest Services Representative
  • Hospitality or Event Management Intern

Advancement To:

  • Group Coordinator or Group Sales Manager
  • Junior Event Planner or Event Manager
  • Sales Coordinator

Lateral Moves:

  • Marketing Coordinator
  • Catering or Banquets Coordinator

Core Responsibilities

Primary Functions

  • Serve as the primary point of contact for incoming group inquiries via phone and email, providing prompt, professional, and knowledgeable responses to create a positive first impression.
  • Expertly manage the entire group booking lifecycle, from drafting initial proposals and contracts to coordinating room blocks, managing deadlines, and ensuring all details are captured accurately.
  • Act as the central communication hub, liaising effectively between the client and internal departments like Sales, Catering, Operations, and Accounting to ensure flawless execution of group requirements.
  • Meticulously create, maintain, and distribute detailed Banquet Event Orders (BEOs), group resumes, and other essential event documentation to all relevant stakeholders.
  • Proactively manage rooming lists, including inputting names, monitoring block pick-up, and managing cut-off dates to maximize occupancy and revenue.
  • Skillfully assist the Group Coordinator or Sales Manager in conducting informative and compelling site inspections for prospective clients, showcasing the property’s facilities and services.
  • Diligently prepare and process all group-related financial transactions, including deposits, payments, and final invoices, while ensuring accurate billing and timely follow-up.
  • Manage pre-arrival and post-event communication with group leaders, ensuring they have all necessary information, confirming final details, and gathering valuable feedback.
  • Maintain an impeccable and up-to-date filing system for all group contracts, correspondence, and event files, both digitally and physically.
  • Provide on-site support during group functions and events as needed, assisting with registration, addressing client needs, and troubleshooting any issues that may arise.
  • Generate and distribute regular reports on group booking pace, revenue forecasts, block pick-up, and post-event analysis to support strategic decision-making.
  • Update and maintain the integrity of the Customer Relationship Management (CRM) system (e.g., Salesforce, Delphi) with precise client data, booking statuses, and activity logs.
  • Coordinate external vendor services, such as transportation, audiovisual equipment, or entertainment, ensuring they align with client expectations and company standards.

Secondary Functions

  • Assist in creating compelling sales materials, presentations, and promotional packages to attract new group business.
  • Conduct market research on competitor group offerings and industry trends to help the team remain competitive.
  • Handle general administrative duties for the department, including managing supplies, scheduling meetings, and preparing expense reports.
  • Support the sales team in prospecting for new leads and following up on unqualified inquiries to nurture future business opportunities.
  • Participate actively in departmental meetings, contributing ideas and updates to enhance team collaboration and efficiency.
  • Manage and update the master calendar of events and group bookings to prevent scheduling conflicts and ensure clear visibility for the entire team.
  • Assist with special projects as assigned by the Director of Sales or Group Coordinator, demonstrating flexibility and a can-do attitude.
  • Develop and maintain strong, positive working relationships with colleagues across all departments to foster a collaborative and supportive environment.

Required Skills & Competencies

Hard Skills (Technical)

  • CRM & Sales Software Proficiency: High level of competence in using sales and catering software like Delphi.fdc, Salesforce, or similar platforms for booking and client management.
  • Microsoft Office Suite Mastery: Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook for creating professional documents, tracking data, building presentations, and managing communications.
  • Contract & Document Management: Ability to draft, review, and manage contracts, proposals, and event orders with a keen eye for detail and accuracy.
  • Reporting & Data Entry: Strong capability in generating clear reports from sales data and performing fast, accurate data entry for rooming lists and client information.
  • Basic Financial Acumen: Understanding of billing procedures, processing payments, and creating invoices with precision.

Soft Skills

  • Exceptional Organization & Time Management: Superior ability to prioritize a demanding workload, manage multiple projects simultaneously, and meet tight deadlines without sacrificing quality.
  • Proactive Communication: Excellent verbal and written communication skills, with the polish and professionalism to interact confidently with clients, vendors, and internal leaders.
  • Meticulous Attention to Detail: A relentless focus on getting the small things right, ensuring every detail of a booking or event is accurate and accounted for.
  • Problem-Solving & Resourcefulness: The capacity to think on your feet, anticipate potential issues, and independently find effective solutions in a fast-paced setting.
  • Strong Customer-Service Orientation: A genuine passion for delivering outstanding service, exceeding client expectations, and ensuring a positive and memorable experience.
  • Collaborative Team Player: A positive and cooperative attitude with a proven ability to work effectively within a team to achieve common goals.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate’s or Bachelor’s Degree.

Relevant Fields of Study:

  • Hospitality Management
  • Business Administration
  • Communications or Marketing

Experience Requirements

Typical Experience Range: 1-3 years in an administrative, coordination, or customer-facing role.

Preferred: Direct experience in a hotel, resort, conference center, or event planning environment is highly advantageous. Familiarity with the hospitality industry's pace and demands will set a candidate up for immediate success.

Explore More Careers