Sales/Group Rooms Administrator - Alma San Diego A Tribute Portfolio Hotel

The Sales / Group Rooms Administrator provides administrative and operational support to the Sales & Marketing Team while serving as the primary administrator for all group room reservations and room block management. This position oversees the lifecycle of group bookings from contract turnover through final billing and actualization, ensuring accurate reservation management, system integrity, and seamless communication between clients and hotel departments.

The Sales / Group Rooms Administrator plays a critical role in maximizing group revenue, maintaining data accuracy, supporting the sales process, and delivering exceptional customer service. The ideal candidate is highly organized, detail-oriented, proactive, and thrives in a fast-paced hospitality environment.

Essential Responsibilities:

Sales Administration:

• Serve as one of the primary points of contact for incoming sales inquiries and internal requests.
• Prepare reports, rooming lists, correspondence, and other sales documentation.
• Maintain accurate client, group, and account information within CI/TY, PMS, Marriott systems, and other hotel applications.
• Generate weekly, monthly, and quarterly sales reports and other administrative reporting as requested.
• Maintain organized electronic and physical records for contracts, amendments, deposits, billing instructions, and client correspondence.

Group Rooms Administration:

• Assume primary responsibility for managing all group room blocks from contract turnover through group departure.
• Build, maintain, and audit group blocks within the Property Management System to ensure accuracy of rates, inventory, room types, routing, traces, and reservation details.
• Coordinate rooming lists, reservation cut-off dates, billing arrangements, VIP amenities, room upgrades, and special accommodations.
• Monitor pickup trends, wash, attrition, and block utilization while providing regular updates to the Sales team.
• Work closely with Revenue Management to maximize room inventory and optimize group performance.
• Process reservation changes, cancellations, and modifications while maintaining reservation accuracy.

Group Billing & Financial Administration:

• Coordinate billing instructions with clients and Accounting prior to arrival.
• Review master account routing, tax exemptions, deposits, direct billing approvals, and payment schedules for accuracy.
• Assist with group invoicing and ensure all required documentation is received prior to arrival.
• Reconcile group billing discrepancies and assist Accounting with post-event billing questions as needed.

Group Actualization & Reporting:

• Complete post-departure group actualization by verifying consumed room nights, revenue, catering, and ancillary spend.
• Ensure accurate recording of final group production within CI/TY and other sales systems.
• Maintain actualization reports and assist Sales Leadership with production tracking.
• Audit historical group data to ensure reporting accuracy and database integrity.

Commission Administration:

• Process third-party commission requests accurately and within established timelines.
• Verify commission eligibility and supporting documentation.
• Coordinate with Accounting to resolve discrepancies and payment issues.
• Maintain commission records and reporting.

Group & Event Coordination:

• Prepare and distribute Group Resumes and communicate group details to operational departments.
• Support pre-convention meetings, turnover meetings, and post-event follow-up.
• Coordinate operational details between Sales, Front Office, Housekeeping, Food & Beverage, Engineering, Accounting, and other departments to ensure flawless group execution.
• Assist with event logistics and client communication as needed.

Client Service:

• Deliver exceptional customer service through prompt, professional communication with clients and internal partners.
• Build strong relationships with meeting planners, corporate clients, and repeat customers.
• Resolve guest and client concerns related to group reservations and room accommodations in a timely manner.
• Maintain consistent communication throughout the planning process to ensure client expectations are exceeded.

Team Support & Continuous Improvement:

• Participate in Sales Meetings including but not limited to Group Pick-Up Meeting and Group resume Meeting.
• Assist with special projects, promotions, database management, and process improvement initiatives.
• Demonstrate exceptional organization, attention to detail, and time management while successfully managing multiple priorities.
• Continuously seek opportunities to improve efficiencies, guest satisfaction, and departmental performance.
• Perform other duties as assigned by hotel leadership.

Qualifications:

• One or more years of hotel sales support, group reservations, conference services, front office, or hospitality administration experience preferred.
• Experience with Marriott systems, CI/TY (or similar Property Management System), and Microsoft Office preferred.
• Strong understanding of hotel group reservations, room block management, billing, and sales processes.
• Excellent organizational, analytical, and problem-solving skills.
• Outstanding verbal and written communication abilities.
• Ability to manage multiple priorities with exceptional attention to detail.
• Self-motivated with the ability to work independently while collaborating effectively across departments.
• Commitment to delivering exceptional guest service and supporting hotel revenue goals.

Benefits (Full-Time Associates Only):

• Competitive wages
• Medical, dental, and vision insurance
• Life insurance and short/long-term disability options
• 401(k) program with company match
• Tuition assistance
• Discounted room rates at Concord-managed hotels
• Training, development, and career advancement opportunities

Compensation: $25-$28/hour

Why Join Concord?

Our culture is built on five cornerstones-Quality, Integrity, Community, Profitability, and FUN-which serve as the foundation of everything we do. At Concord, we provide a supportive environment where associates are valued, and our "Associate First" policy is a way of life.

We recognize our associates for their hard work, dedication, and commitment to excellence. We value work-life balance, diversity, and delivering the best customer service and quality accommodations in every market we serve.