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Key Responsibilities and Required Skills for Group Coordinator

💰 $45,000 - $65,000

HospitalityEvent ManagementAdministrationSales Support

🎯 Role Definition

The Group Coordinator is the central point of contact and organizational linchpin for all group-related activities within an organization, typically in the hospitality, travel, or event sectors. This role is fundamentally about service and details; it involves managing the entire lifecycle of a group's engagement, from the initial inquiry and booking to the successful execution of their on-site experience and post-event follow-up. A successful Group Coordinator blends exceptional administrative skills with proactive client communication, ensuring every logistical detail is flawlessly managed to create a seamless and memorable experience for clients and their guests. They act as a crucial liaison between the sales team, operational departments, and the client, translating needs into actionable plans and ensuring all stakeholders are aligned.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant / Executive Assistant
  • Front Desk Agent / Guest Services Representative
  • Event Assistant / Banquet Coordinator

Advancement To:

  • Group Sales Manager
  • Event Manager / Conference Services Manager
  • Director of Catering and Events

Lateral Moves:

  • Sales Coordinator
  • Marketing Coordinator

Core Responsibilities

Primary Functions

  • Act as the primary liaison for clients after the sales contract is signed, guiding them through the entire event planning process with professionalism and care.
  • Develop and maintain strong client relationships by providing outstanding customer service, anticipating needs, and offering creative solutions to challenges.
  • Meticulously plan, coordinate, and detail all aspects of group events, including meeting room setups, audio-visual requirements, catering needs, and special requests.
  • Create and distribute comprehensive Banquet Event Orders (BEOs) and group resumes, ensuring all operational departments have accurate and timely information for flawless execution.
  • Manage and maintain accurate group blocks and rooming lists, overseeing cutoff dates, and coordinating with the reservations department to ensure booking accuracy.
  • Conduct pre-event meetings with clients and key internal staff to review all details, timelines, and expectations, fostering clear communication and alignment.
  • Draft, issue, and manage client contracts, rooming lists, and billing instructions with meticulous attention to detail, ensuring all terms are clearly communicated and agreed upon.
  • Proactively upsell services and amenities, such as catering packages, recreational activities, and technology upgrades, to enhance the guest experience and drive ancillary revenue.
  • Coordinate all vendor and third-party services, including transportation, entertainment, and specialty rentals, ensuring they meet company standards and client expectations.
  • Be present during key event times to greet the client, provide on-site support, and troubleshoot any issues that may arise in real-time, ensuring a smooth flow of events.
  • Process all billing and invoicing for group accounts, ensuring charges are accurate, payments are collected on time, and final folios are delivered promptly.
  • Gather post-event feedback from clients to identify areas of success and opportunities for improvement, contributing to the continuous enhancement of services.
  • Maintain a comprehensive and organized filing system for all group-related correspondence, contracts, and event orders for easy reference and historical tracking.
  • Effectively communicate any changes or updates from the client to all relevant internal departments in a clear and timely manner to prevent service disruptions.
  • Lead weekly BEO meetings, presenting upcoming group and event details to department heads and operational teams to ensure preparedness and alignment.

Secondary Functions

  • Support the sales team by assisting with site inspections, familiarization tours, and the preparation of sales proposals for potential clients.
  • Conduct competitive research on local event venues, pricing, and offerings to help maintain a competitive edge in the market.
  • Assist in developing and updating marketing collateral, menus, and service packages for the group and events department.
  • Participate in industry networking events and trade shows to build relationships and promote the organization's group and event capabilities.
  • Generate and analyze reports on group booking trends, revenue, and client satisfaction metrics to inform strategic decisions.
  • Contribute to the organization's data strategy and roadmap by ensuring clean and accurate data entry in CRM and sales systems.
  • Collaborate with business units to translate data needs into engineering requirements for better reporting and client insights.
  • Participate in sprint planning and agile ceremonies within the sales and marketing teams to improve processes and workflows.

Required Skills & Competencies

Hard Skills (Technical)

  • CRM & Sales Software: Proficiency in systems like Delphi.fdc, Salesforce, or other industry-specific sales and catering management software.
  • Microsoft Office Suite: Advanced skills in Word, Excel, Outlook, and PowerPoint for creating professional documents, tracking data, and communicating effectively.
  • Property Management Systems (PMS): Familiarity with hotel PMS software (e.g., Opera, Lightspeed) for managing room blocks and reservations.
  • Contract Management: Ability to read, understand, and manage the details of client contracts and agreements.
  • Billing & Invoicing: Competency in processing financial transactions, creating accurate invoices, and managing accounts receivable for group business.

Soft Skills

  • Exceptional Organization & Time Management: The ability to multitask, prioritize a high volume of tasks, and manage multiple projects simultaneously under tight deadlines.
  • Meticulous Attention to Detail: A keen eye for accuracy in all documentation, communication, and event planning details is absolutely critical.
  • Proactive Communication: Excellent verbal and written communication skills for interacting clearly and professionally with clients, vendors, and internal teams.
  • Problem-Solving & Adaptability: The capacity to think on your feet, troubleshoot unexpected issues calmly, and adapt plans as needed in a dynamic environment.
  • Interpersonal & Relationship-Building Skills: A genuine, service-oriented approach to building rapport and trust with a diverse range of clients and colleagues.
  • Negotiation & Persuasion: The ability to confidently upsell services and negotiate details with clients and vendors to achieve mutually beneficial outcomes.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Hospitality Management
  • Business Administration
  • Marketing & Communications
  • Event Management

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in a coordination, administrative, or customer-facing role.

Preferred:

  • Direct experience in a hotel, resort, conference center, or event planning environment is highly desirable. Proven experience in a role involving event logistics, sales support, or group booking is a significant asset.
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