Group Sales Coordinator

Avenue of the Arts Costa Mesa, a Tribute Portfolio Hotel
Costa Mesa, CA

Posted October 11, 2021

Group Sales Coordinator

Responsible for the organization of group business from contract to audit and will be called upon to assist in a range of projects and tasks in support of the Sales and Marketing effort.

Work Requirements

  • Complete coordination of the Sales group functions; accurate and timely preparation of detailed Sales Contracts and Group Resumes as necessary to ensure a common quality understanding of what the client is to receive in terms of products and services. Review function contracts prior to distribution to client and hotel staff.
  • Follows up on the progress of groups booked, such as room night pick up, rooming lists, cut off dates, etc. with the Group Housing Coordinator to ensure maximum occupancy.
  • Generate “thank you” notes to clients after functions with prompt follow up of negative client feedback as necessary.
  • Follow up on bookings and solicit repeat business.
  • Represent hotel in community affairs and industry related events.
  • Update Weekly Resume every Wednesday to be ready for distribution to staff in Wednesday’s Staff meeting.
  • Prepare group check-in to ensure swift guest service; pre-block rooms, pre-key, pre-reg when required by contract.
  • Must ensure group blocks are entered with accuracy in a timely manner; send booking link off to site-marketing as needed; and run a test sell.
  • Will be responsible for making all VIP/Staff reservations to copy Chief Engineer, Executive Housekeeper and Rooms Division Manager on VIP lists, so they may PMT rooms.
  • Follow up with Revenue Manager weekly to ensure all group reservations, billing and blocks are up to date. Process all group commissions, rebates and fees for accounting.
  • Attend sales meetings
  • Audit group room agreements.
  • Prepare and coordinate Show Rooms and giveaways for site inspections daily.
  • May be asked periodically to meet groups for large check ins and provide site tours to prospective clients.
  • Perform any other job-related duties as assigned.

General Requirements

  •      Must be able to effectively communicate both verbally and written with all employees and guests in an attentive, friendly, and service oriented manner.
  •      Must be effective in listening to, understanding and clarifying concerns raised by employees and guests.
  •      Must be able to multitask and prioritize departmental functions and meet deadlines.
  •      Maintain regular attendance in compliance with company standards.
  •      Maintain high standards of personal appearance and grooming.
  •      Must be effective in problem solving.
  •      Comply with company standards and regulations.
  •      Must be able to maintain confidentiality of information.
  •      Maintain flexible schedule as needed to promote special events.

Physical Requirements

  •      Weekends, evenings and Holidays may be required.
  •      Light work – Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Education Requirements

  •       High School Diploma 
  •       College preferred or experience
  •       Speaks English

Avenue of the Arts Costa Mesa, a Tribute Portfolio Hotel

238 Room Hotel


As a Tribute Portfolio hotel, we break beyond the typical hotel experience with eclectic arts-inspired design, inventive culinary creations and an ideal location in the Theater and Arts District close to fashion-hub South Coast Plaza. We celebrate the very best in human expression. And by doing so, create the perfect space to be the very best expression of yourself.  Beyond captivating design, enjoy social scenes and sincere service dedicated to helping you make the most of every moment.