Sales & Groups Rooms Coordinator

The Stanley Hotel is seeking a visionary Group Sales Manager to join our team.

Nestled in the majestic Rocky Mountains in Estes Park, Colorado, The Stanley Hotel is a landmark of timeless elegance, known for its historic charm, panoramic views, and a legacy that has inspired artists, writers, and adventurers for over a century. From its famed role in American pop culture to its status as a luxury mountain retreat, The Stanley offers guests an unforgettable blend of grandeur and mystery. We're looking for someone who can bring creativity, operational excellence, and a passion for storytelling.

Estes Park is more than a scenic getaway—it's the gateway to Rocky Mountain National Park, offering year-round outdoor adventure, wildlife encounters, and a vibrant arts and culture scene. Working at The Stanley means embracing the spirit of exploration and hospitality in a setting unlike any other.

The Sales & Groups Coordinator provides comprehensive administrative, sales, and operational support to the hotel’s Sales team. This role is responsible for coordinating group room blocks, managing billing processes, and ensuring accurate communication between clients and hotel departments. Duties include assisting the sales team with qualifying leads, overseeing group rooming lists and pickup reports, ensuring billing accuracy, and serving as a primary liaison for group clients from booking through post-event follow-up. The Sales & Groups Coordinator works closely with Sales Managers, Revenue, Front Office, and Accounting to maximize revenue, deliver seamless group experiences, and maintain strong client relationships.

• Answer sales office phones during office hours
• Enter and qualify all sales inquiries accurately, timely and in a professional manner.
• Coordination of all group and wedding business as contracted by the sales manager/DOS. Contact and provide appropriate follow-up on all signed/contracted business within five (5) working days. Determine and coordinate all needs of the customer.
• Responsible for effectively communicating with the various departments to ensure that the meeting and related functions are executed to exceed the client’s expectations.
• Responsible for making sure all client accounts (room blocks, events, catering, etc.) are tracked carefully.
• Setting up and maintaining master file for each group with pertinent information, including but not limited to approved changes applied to the group and documented conversations with clients, convention service managers and sales manager (both digital and hard copy if applicable) for each group, event, or client.
• Maintain accuracy of group blocks including cutoff date, room pick up, room type, suite blocks, rates
• Ensure accurate billing set-up for prompt and accurate processing at the end of the events.
• Identify, block and process staff and VIP and comp room reservations with each
• Ensure appropriate inventory and information is available for individual call-in groups via all designated booking channels.
• Monitor group pick up, cut-off dates, rate and room type availability to maximize hotel revenues and client/guest satisfaction.
• Audit all assigned group blocks, room rates and concessions against PMS per contract once group has turned definite.
• Ensure that blocks entered are consistent with pattern for group and that room type blocks flow for duration of the Update as necessary as group rooms pick-up and/or cut-off date has been reached. Seek approval from Revenue Manager for additional rooms beyond contracted block as needed.
• Communicate details with Convention Services and meeting contact.
• Facilitate rooming list entry through method chosen by meeting Ensure all appropriate information is available for individual call in groups.
• Coordinate all group activity and information, including processing of reservations, rooming lists, advance deposits, and group resumes to necessary departments.
• Review rooming lists for accuracy of information, format and billing Identify, process and block rooms for staff and VIP lists as necessary
• Block special request reservations and suites
• Monitor housing bureau pickup as required and make adjustments Communicate with management team as necessary.
• Bill out Commissions for meeting planners
• Facilitate coordination between housing bureaus/meeting planners and hotel to ensure efficient usage of Reservation Connection and/or Reservation Cross Check tools as
• Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.
• Create group resumes and amenity requests.
• Have current knowledge of hotel rates, strategies, discounts and promotions.
• Assist with completing any required sales reports.
• Promptly, the same day or by 10am the next business day, follows-up on all customers’ needs and inquires in an efficient and expedient manner.
• Represents themselves and the hotel with the highest level of integrity and professionalism, a service focused approach and a caring, sincere attitude at all times.
• Exhibits a positive and involved team attitude to all hotel departments and maintains open communication with all co-workers for the best overall performance of the hotel.
• Display a neat, clean and business-like appearance at all times.
• Assists the Sales department with monthly luncheons, client events, etc.
• Conduct walk-in tours
• Work on all group turnover and final billing.

OTHER RESPONSIBILITIES

• All other duties as assigned, requested or deemed necessary by management.

SUPERVISORY DUTIES

­None

BEHAVIORAL FOCUS

At Sage, we pride ourselves on the behaviors that build our culture and help associates perform in their positions. We value integrity, performance, team spirit, growth, delivering extraordinary guest experiences, and engaging in our communities. We have also outlined specific competencies that contribute to success at Sage. Please review our competency models to understand the behaviors expected of different levels in the organization (you may find these models in our learning management system).

POSITION QUALIFICATIONS

Education/Formal Training

High school diploma or vocational secretarial.

Experience

Previous sales, hospitality, and secretarial experience preferred.

Knowledge/Skills

• Advanced knowledge/use of Microsoft Word applications: Delphi, Word, Excel, Publisher and PowerPoint.
• Alphabetizing, grammar and punctuation skills.
• Standard business letter formats.
• Strong editing skills.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent communication skills necessary to communicate clearly with customers and other departments by phone or in person.
• Able to read contracts and letters.
• Able to use computers.
• Excellent attention to detail and multi-tasking skills.
• Bending/kneeling - repeated bending and kneeling required while filing
• Mobility - must be able to reach all areas of hotel to assist clients. Occasional standing. Occasional carrying and lifting of files and office items up to 25 lbs.

Environment

General office and hotel environment