Groups Coordinator

Group Sales Coordinator

Department: Groups

Reports to: Group Sales Manager

Status: Exempt

1. Job Purpose/Objective:

Starting at $22-23/ Hr

The Group Sales Coordinator is responsible in conjunction with Sales Manager or Representative for the overall coordination of groups for Agency and non-agent contracted programs. Handles all reservations aspects of a group. The contracted programs range in size from 1 – 1,000+ attendees. Services provided include, but are not limited to, working closely with the Sales Manager or Representative responsible for the group, answering inquiries, providing quotes, confirming orders, typing contracts, coordinating with in-house transportation and staff services and client correspondence relating to reservations and other group reservation functions.

2. Essential Job Functions:

Incumbent may perform any or all of the following:

• Ensure prompt, efficient reservation service is given for the booking of group reservations.


• Demonstrate good organizational skills to keep multiple elements in order


• Receive inbound calls of inquiries and reservations


• Follow up on calls, inquiries, tasks, etc


• Accurately input group reservations in the proprietary computer system


• Maintain working knowledge of island locations, routes, venues, and its policies


• Maintain accurate records of group service files


• Assist Manager with data inputting for forecasting and similar reports


• Effectively work with Sales Team to execute and manage the contracted program on site


• Check and process orders received via phone, email, fax, sales managers and or any other source


• Book and reconfirm all outside vendors (Non-Roberts Products)


• Reconfirm reservations information with customer via phone recap, email, or fax


• Effective use of the company proprietary system for service orders and reports (Fare Harbor, Hudson, Coach Manager)


• Provide logistical expertise of routes and venues


• Create and maintain all required materials necessary for the onsite execution of program(s)


• Support function for Sales Managers


• Adhere to all company and department policies, procedures, and deadlines


• Meets with agents before and after contract development.


• Be able to provide guidance with routing, locations, vehicle restrictions, and requirements for group itinerary


• Responsible for coordinating group tours and itinerary based on information collected from the client


• Effectively communicate and responds to clients request for quotes on transportation, and other related services


• Collects payment, reconciles orders, creates and closes files.


• Able to process al payments, refunds, commissions and gratuity


• Develop and optimize client relationships for potential future business


• Coordinate, negotiate and confirm arrangements and contracts with suppliers


• Perform other related duties as assigned or requested

3. Essential Skills (Minimum qualifications individual must possess when entering position) – i.e. skillsets, education, certifications, etc.

• High School Graduate or equivalent required


• Must have at least 3 year of experience in tours or hospitality in Hawaii


• BS in Business Administration or Tourism and Hospitality preferred (will consider equivalent work experience, or a combination of education and experience


• Previous reservations experience preferred


• Fluent in Microsoft Office Applications (Outlook, Word, Excel, PowerPoint)


• Must type a minimum of 40 wpm accurately


• Excellent writing and interpersonal skills


• Exemplary organization and time management


• Ability to understand Western Motor Tariff (Barn Time, Minimum hours, and rates)


• Ability to communicate clearly and work well in a team environment


• Ability to continually provide stellar customer service


• Ability to respond to inquiries from clients


• Ability to prioritize work and meet deadlines


• Ability to perform positively and accurately in a fast paced environment


• Ability to creatively problem solve


• Familiar with current industry trends


• Flexibility to adjust to changing conditions while maintaining a positive attitude


• Ability to work a flexible schedule, including weekends and evenings with long hours as required


• Knowledge of general locations of all major islands (Oahu, Maui, Kauai, Big Island)

4. Working Conditions/Job Environment

• Fast paced environment


• Able to lift 20+ pounds as necessary onsite


• Extended shifts


• Air Conditioned office


• Desk and chair


• Sitting and working on the computer for extended periods of time


• General office equipment and supplies


• Exposure to potential eye strain and muscle strain due to constant use of computer


• May require inter-island travel

The information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification.  It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job.  Management has the right to add to, revise, or delete information in this description.  Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

EOE/M/F/Vet/Disabilities