Group Sales Coordinator - Hotel Polaris

Hotel Polaris is seeking an enthusiastic and highly organized Group Sales Coordinator to join our Sales & Marketing team. Located at the U.S. Air Force Academy in Colorado Springs, Hotel Polaris offers a distinctive hospitality experience where exceptional service, meaningful connections, and memorable experiences come together.

The Group Sales Coordinator plays an important role in supporting the hotel's group sales efforts and overall revenue goals. This position serves as a key point of contact for prospective and existing clients while providing administrative and sales support to the Group Sales team.

The ideal candidate is detail-oriented, proactive, responsive, and passionate about hospitality. This individual will thrive in a fast-paced environment, enjoy building relationships, and take pride in providing exceptional service throughout the sales process.

• Serve as an initial point of contact for incoming group sales inquiries, responding promptly and professionally by phone and email.
• Qualify incoming opportunities by gathering organization and contact information, preferred dates, guest room requirements, meeting and event space needs, food and beverage requirements, and other program details.
• Distribute qualified leads to the appropriate Sales Manager based on established market segments and sales deployment.
• Assist Sales Managers with proposals, correspondence, presentations, contracts, written confirmations, and other sales materials.
• Maintain accurate and current accounts, contact, lead, and booking information in the hotel's sales systems.
• Follow up on assigned sales opportunities and client requests to help move business efficiently through the sales process.
• Support ongoing account development and client retention efforts.

• Coordinate and support client site inspections, property tours, familiarization visits, and other sales-related visits.
• Arrange guest accommodations, amenities, spa appointments, dining reservations, simulator reservations, transportation needs, and other experiences associated with client visits.
• Develop and communicate site inspection itineraries and schedules to appropriate hotel departments to ensure a seamless client experience.
• Partner with operational teams to ensure client preferences and special requests are communicated and executed.
• Provide warm, professional, and personalized hospitality to prospective and existing clients throughout their experience at Hotel Polaris.

• Maintain organized sales files, records, client correspondence, and supporting documentation.
• Assist with the coordination of sales meetings, client events, tradeshows, familiarization trips, networking events, and sales travel.
• Support the processing, tracking, and reconciliation of Sales & Marketing invoices and expenses.
• Assist with department administrative responsibilities and special projects as assigned.
• Support the production and redemption of gift certificates as needed.
• Maintain a high level of accuracy and attention to detail in all sales documentation and communication

• Create memorable experiences through a warm, welcoming, and professional approach with clients, guests, and team members.
• Respond promptly and enthusiastically to telephone calls, emails, and client inquiries, regardless of the pace of business.
• Take initiative to resolve client or guest concerns and identify opportunities to create loyalty.
• Develop a strong knowledge of Hotel Polaris accommodations, meeting and event spaces, restaurants, amenities, experiences, and local attractions in order to confidently represent the hotel.
• Collaborate closely with Sales, Catering, Revenue Management, Front Office, Reservations, Food & Beverage, Spa, and other operating departments to support successful client experiences.
• Communicate relevant client feedback, requests, and opportunities to Sales leadership and appropriate hotel departments.
• Demonstrate a team-first attitude and willingness to assist wherever needed to support the success of the Sales & Marketing department and Hotel Polaris.

• High school diploma or GED required; college degree in Hospitality, Business, Marketing, Communications, or a related field preferred.
• Previous hotel, hospitality, sales, catering, event, or administrative experience preferred.
• Experience in a comparable AAA Four Diamond or Four Star hotel or resort environment is highly desired.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and special projects in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and a genuine passion for providing exceptional service.
• Professional and confident when communicating with clients, guests, hotel leadership, and team members.
• Strong attention to detail and commitment to accuracy.
• Ability to work both independently and collaboratively as part of a team.
• Comfortable learning and utilizing hotel sales, CRM, reservations, and Microsoft Office systems.
• Proactive mindset with the ability to anticipate needs, solve problems, and take initiative.
• Ability to lift, push, and pull up to 25 pounds and to stand, walk, or sit for extended periods of approximately 6 to 8 hours per day.