Sales Coordinator |Tarrytown House Estate | Tarrytown NY

Job Summary

The Group Rooms Coordinator plays a vital role in ensuring the successful execution of corporate meetings, retreats, weddings, and special events at Tarrytown House Estate. This position serves as the critical bridge between the Sales and Event Management teams, the Front Office, and our group clients. The ideal candidate possesses an exceptional eye for detail, entering rooming lists flawlessly, cross-verifying billing arrangements, and executing administrative workflows to deliver an elevated guest experience.

Core Responsibilities

Reservation & Inventory Management

• Input rooming lists and individual group reservations accurately into the Property Management System (PMS).
• Monitor group blocks, tracking pickup trends, room type availability, and enforced cutoff dates.
• Process modifications, routing changes, room upgrades, and cancellations requested by clients or internal stakeholders.
• Audit inventory allocations daily to minimize overbookings and optimize estate occupancy.

Billing & Financial Integrity

• Establish billing profiles for groups in strict compliance with resort financial policies.
• Confirm billing accuracy across standard master accounts, individually routed incidentals, and tax-exempt files.
• Audit advanced deposits, processing credit card authorizations securely ahead of arrivals.
• Reconcile final rooming invoices with the Conference Services & Event Managers to eliminate post-departure financial disputes.

Administrative & Cross-Departmental Support

• Generate performance recaps and analytical inventory reporting out of Delphi/Salesforce systems.
• Draft communications to remind corporate planners of impending rooming list and attrition deadlines.
• Distribute arrival sheets highlighting VIP guest assignments to front desk and housekeeping teams.
• Provide backup support for phone inquiries, general digital correspondence, and clerical files within the sales department.

Qualifications & Skills

• Education: High school diploma or equivalent required; a hospitality or business degree is preferred.
• Experience: Minimum 1–2 years in hotel front desk, reservations, or sales coordination roles.
• Systems Proficiency: Experience with StayNTouch PMS and Amadeus/Delphi inventory systems is highly advantageous.
• Technical Comfort: Confident mathematical competence using Microsoft Excel for basic sorting and data manipulation.
• Soft Skills: Refined written communication skills paired with a calm demeanor under fast-paced deadline pressure.

Physical Requirements & Work Schedule

• Ability to sit or stand at a desk station for prolonged periods.
• Standard schedule is Monday through Friday; occasional flexible weekend availability may be requested to support large estate arrivals.