Group Sales Coordinator

Title

Group Sales Coordinator

Reports To

Group Sales Supervisor & Vice President

POSITION OVERVIEW

The Group Sales Coordinator serves as a key team lead within the Group Sales department. This role works closely with frontline customer service staff to deliver exceptional guest experiences. They play an important role in maintaining and growing relationships with schools, youth organizations, corporate clients, and tour operators to support the continued growth of the resort's group business and assumes responsibility of training and support when the Supervisor is off duty.

Reporting directly to the Group Sales Supervisor, this role manages the group booking process from initial inquiry through to execution, coordinating with Marketing, Special Events, Snow Sports School, Rentals, Food & Beverage, Finance, and other operational departments to ensure the successful delivery of all group visits and events.

As the primary point of contact for group clients, the Group Sales Coordinator acts as a central communication hub, ensuring all departments are aligned and that guest expectations are clearly understood and exceeded. This role is responsible for maintaining accurate booking records, coordinating logistics, managing invoicing requirements, and supporting relationship development with key group accounts. The successful candidate will work collaboratively across departments to support resort operations and provide coverage and assistance within Guest Services, Rentals, Snow Sports School, and Special Events as required.

The Coordinator is expected to demonstrate in-depth knowledge of all Group Sales procedures and systems, be capable of resolving guest concerns, supporting team members, and ensuring operational consistency.

This is a full-time seasonal position, working 5 days out of 7 per week from October through May each operating season. Please note that full-time hours may not be available during the beginning and end of the operating season, as well as during other slower business periods.

Alberta Employment Standards regarding probationary periods apply.

REQUIREMENTS

• Excellent customer service and relationship-building skill
• Strong organizational, planning, and time management abilities
• Experience with data management, financial administration, and report processing
• Strong computer and database management skills
• Excellent administrative skills with exceptional attention to detail
• Cash handling and numeracy skills
• Fluent in English with strong verbal and written communication abilities
• Ability to remain professional and solution-focused in high-pressure situations, including guest complaints and conflict resolution
• Strong interpersonal skills and the ability to collaborate effectively across multiple departments
• Ability to manage multiple priorities while maintaining accuracy
• Goal-oriented with a commitment to delivering results
• Ability to work independently and as part of a team

ATTRIBUTES

• Motivated, proactive, and highly observant; able to identify priorities and complete tasks with minimal supervision

• Professional, approachable, and guest-focused in all interactions
• Strong team player who accepts direction and contributes positively to team success
• Self-aware and committed to continuous learning and professional development
• Resourceful problem-solver who can apply training and previous experience to new situations
• Highly organized with exceptional attention to detail
• Adaptable and comfortable working in a fast-paced seasonal environment

QUALIFICATIONS

• Previous ski industry experience (asset)
• Previous team leadership experience considered (asset)
• Travel, tourism, hospitality, or group sales experience (asset)
• Ability to ski or snowboard at an intermediate level in a variety of terrain and weather conditions (asset)
• Proficiency with Microsoft Office Suite, Google Workspace, and Outlook
• Experience with reservation systems, CRM platforms, or POS systems (asset)

JOB DUTIES / RESPONSIBILITIES

• Support the training and onboarding of new Group Sales Representative(s)
• Provide informal feedback and coaching to staff on an ongoing basis
• Enforce company policies, procedures and standards
• Delegate tasks effectively and ensure accountability
• Review and validate group booking information and organization ahead of arrival. Identify and communicate necessary corrections
• Working with the Group Sales Supervisor and Marketing Executive to coordinate and facilitate all group bookings, including:

• • Schools and Youth Groups
  • Corporate Groups
  • Adult Groups
  • International Groups

• Assist with the planning and execution of resort special events in conjunction with the Special Events Coordinator
• Coordinate and host familiarization (FAM) tours for tour operators, travel trade partners, and other industry stakeholders
• Prepare and process invoices, deposits, payments, and financial documentation as required
• Ensure all pricing, products, and group packages are accurately configured within RTP and related reservation systems
• Coordinate departmental requirements and communicate booking details across the organization, including Food & Beverage, Snow Sports School, Rentals, Guest Services, and Special Events
• Prepare and distribute function sheets and operational information for group activities
• Ensure all booking requirements are confirmed and fulfilled, including:

• • Lift Tickets
  • Rentals
  • Lessons
  • Food & Beverage Services
  • Transportation

• Manage and respond to direct reservation and group booking inquiries
• Conduct post-visit follow-up communications to gather feedback, strengthen client relationships, and encourage repeat business
• Maintain accurate client and booking records, including contact information, visit details, notes, and feedback
• Coordinate and administer corporate pass requests and related programs
• Support frontline customer service operations as required, including:

• • o Rentals POS
  • o Lift Ticket and Transportation POS
  • o Snow Sports School
  • o Guest Services

• Support group sales initiatives, account retention efforts, and business development opportunities as directed
• Oversee Group Sales Agents in all the above-mentioned tasks
• Coordinate breaks and shift ends for Group Sales Representatives

SUPPLEMENTARY

• Respect and adhere to all company policies and procedures as outlined in Corporate Policies, the Employee Handbook, and Safety Operations Training Manuals

• Understand and adhere to Ski Marmot Basin’s “Harassment Policy” and the company’s “Privacy Policy”.