Job Description
The Group Sales Coordinator is responsible for managing all aspects of group bookings from initial proposal through post-sailing reconciliation. This includes coordinating cabin blocks, collecting payments, ensuring special services are arranged, and serving as the primary liaison between group leaders, internal departments, and shipboard teams. The role involves frequent communication via phone and email, preparing detailed reports and manifests, and working closely with Revenue Management to secure rates and build group packages. Prior to sailing, the coordinator ensures all group needs are finalized and communicated to the Hotel Director. Post-sailing, they handle financial reconciliation, including refunds and group wallet management, in accordance with company policies. Flexibility, attention to detail, and a commitment to delivering a fun and seamless experience are key to success in this role. Essential Functions: Create and deliver fun and escapism: Uphold the Margaritaville at Sea brand by ensuring every group booking reflects the spirit of relaxation, adventure, and enjoyment. This includes crafting memorable experiences and personalized service that align with the brand’s promise of fun and escapism. Manage group sales, proposals, and bookings: Responsible for handling all aspects of group sales including preparing proposals, blocking and booking cabins, collecting funds per contract terms, and ensuring all special services and group needs are met. This includes coordination with shipboard teams to deliver seamless experiences. Provide service and support to group leaders: Act as the primary point of contact for group leaders via phone and email, offering timely and professional assistance throughout the booking and sailing process. Coordinate group administration and liaise with Revenue Management: Work closely with Revenue Management to build group packages, secure competitive rates, and ensure accurate setup of group blocks in the system. Prepare reports and executive summaries: Generate and distribute key reports including invoicing, manifests, and weekly executive summaries for the leadership team to track group performance and operational readiness. Close out group bookings prior to sailing: Finalize group details by communicating with the Hotel Director, submitting manifests, and confirming all onboard needs and special requests are documented and ready for execution. Monitor and manage balance due reports: Track outstanding payments, send payment links, and follow up with group leaders to ensure all financial obligations are met prior to sailing. Reconcile group wallet and process refunds: Ensure accurate reconciliation of group funds, including processing refunds in accordance with company policies and guidelines. Perform other duties as assigned: Support the broader sales and operations team with additional tasks and responsibilities as needed to ensure smooth group travel experiences.