Key Responsibilities and Required Skills for Group Sales Assistant

🎯 Role Definition

The Group Sales Assistant is a pivotal support role designed to enhance the efficiency and productivity of the Group Sales department. This individual acts as the central administrative and coordination hub, managing the flow of information, client communication, and documentation from initial inquiry to post-event follow-up. The ideal candidate is a proactive problem-solver who ensures a seamless and positive experience for our group clients, while providing comprehensive support to the Sales Managers, allowing them to focus on revenue generation and strategic relationship building. This position is a launchpad for a successful career in sales and event management.

📈 Career Progression

Typical Career Path

Entry Point From:

Hospitality Coordinator or Front Desk Agent
Administrative Assistant or Executive Assistant
Event Planning Intern or Reservations Agent

Advancement To:

Group Sales Coordinator
Junior or Associate Group Sales Manager
Event Manager or Catering Sales Manager

Lateral Moves:

Marketing Coordinator
Guest Services Manager

Core Responsibilities

Primary Functions

Act as the first point of contact for all inbound group sales leads, professionally qualifying inquiries via phone and email to determine client needs and potential business value.
Prepare and draft detailed sales proposals, customized contracts, and banquet event orders (BEOs) with exceptional accuracy, ensuring all client requirements, pricing, and terms are clearly outlined.
Meticulously maintain and update the client database and Customer Relationship Management (CRM) system (e.g., Salesforce, Delphi.fdc), tracking all communications, sales activities, and booking statuses.
Coordinate and schedule client site visits, tours, and meetings, preparing necessary materials and ensuring a professional presentation of the venue and its offerings.
Liaise effectively between clients and internal departments—such as Catering, Banquets, Operations, and a/V—to communicate event details and ensure seamless execution.
Manage and monitor group room blocks, cutoff dates, and reservation lists, providing timely updates to both the client and the internal revenue management team.
Process deposits, final payments, and manage the invoicing process for group accounts, ensuring timely and accurate financial transactions.
Generate and distribute regular sales reports, including activity logs, pipeline status, and final booking summaries for the sales leadership team.
Provide comprehensive administrative support to the Group Sales Managers, including managing calendars, preparing expense reports, and organizing travel arrangements.
Respond to client questions and resolve issues promptly and professionally, escalating complex problems to the appropriate Sales Manager when necessary.
Assist in the creation and assembly of sales kits, marketing collateral, and presentation materials for client meetings and industry trade shows.
Conduct follow-up communications with clients post-event to gather feedback, ensure satisfaction, and encourage repeat business opportunities.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to identify sales trends and opportunities.
Contribute to the organization's data strategy and roadmap by ensuring high-quality data entry and maintenance in the CRM.
Collaborate with business units to translate data needs into engineering requirements, particularly for improving sales reporting tools.
Participate in sprint planning and agile ceremonies within the data engineering team if an integrated project arises.
Assist the marketing team by providing insights on group client profiles and successful event formats.
Research competitor offerings, pricing, and event packages to help maintain our competitive edge in the market.
Participate in weekly sales and operations meetings, taking minutes and tracking action items to ensure departmental alignment.
Support the onboarding and training of new team members on departmental processes and software systems.

Required Skills & Competencies

Hard Skills (Technical)

CRM Software Proficiency: Advanced skills in CRM platforms such as Salesforce, Delphi.fdc, or a similar system for managing leads and client data.
Microsoft Office Suite: Expert-level command of Word (contract creation), Excel (reporting, tracking), PowerPoint (proposals), and Outlook (client communication).
Hospitality/Event Software: Experience with property management systems (PMS) like Opera or event management software like Cvent is highly desirable.
Contract Administration: Ability to draft, review, and manage sales contracts and event orders with a high degree of accuracy.
Reporting & Data Entry: Strong capability for generating reports, tracking metrics, and maintaining immaculate data hygiene.
Basic Financial Acumen: Understanding of invoicing, payment processing, and managing client accounts.

Soft Skills

Exceptional Organization & Time Management: Proven ability to manage multiple projects, prioritize tasks effectively, and meet tight deadlines in a fast-paced environment.
Meticulous Attention to Detail: A sharp eye for accuracy in all documentation, from contracts to client communications.
Superior Communication: Excellent verbal and written communication skills, with the ability to interact professionally and personably with clients and internal stakeholders.
Proactive Problem-Solving: The initiative to identify potential issues, anticipate client needs, and find effective solutions independently.
Customer-Centric Mindset: A genuine passion for delivering outstanding service and ensuring a positive client experience.
Team Collaboration: A strong team player who can work seamlessly with the sales team and other departments to achieve common goals.
Adaptability & Composure: The ability to remain calm, flexible, and professional when faced with changing priorities or unexpected challenges.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Hospitality Management
Business Administration
Marketing or Communications

Experience Requirements

Typical Experience Range: 1-3 years in a support or coordination role.

Preferred: Direct experience as an administrative assistant, coordinator, or sales support specialist within the hotel, event venue, or travel industry. Familiarity with the pace and demands of a sales-driven environment is a significant plus.