Group Sales Coordinator

ABOUT CHETOLA RESORT

For over 180 years, Chetola Resort has offered guests a timeless mountain escape in the heart of the Blue Ridge Mountains. Serving as the gateway to beautiful Blowing Rock, North Carolina, Chetola is a luxury haven where adventure meets tranquility. The resort blends refined hospitality with immersive experiences—from Orvis®-endorsed fly fishing and award-winning dining to spa indulgence, weddings, and corporate events. Under new ownership, we are embracing an exciting new chapter rooted in thoughtful renewal, authentic elegance, and exceptional guest service.

THE ROLE

Chetola Resort is seeking an organized, detail-oriented, and hospitality-driven Group Sales Coordinator to support group sales, event planning, and the coordination of group experiences throughout the Resort.

This position serves as a key connection between Sales Managers, group clients, and operational departments, ensuring contracts, payments, rooming arrangements, event details, and important deadlines are accurately managed and communicated. The ideal candidate is proactive, highly organized, and an effective communicator who thrives in a fast-paced environment and takes pride in delivering exceptional service.

WHAT YOU’LL DO

Group Sales Administration & Tripleseat

• Maintain accurate group records, contracts, event details, and client communications in Tripleseat.
• Assist Sales Managers with proposals, contracts, correspondence, and event documentation.
• Track important deadlines, including deposits, payments, rooming lists, cut-off dates, and final guarantees.
• Ensure group information is complete, current, and communicated to appropriate departments.

Group Rooms & Financial Coordination

• Coordinate group room blocks, rooming lists, reservations, VIP accommodations, and special requests with Front Desk and Reservations.
• Monitor room pickup, availability, cut-off dates, and group arrival requirements.
• Track deposits, outstanding balances, and payment deadlines to ensure groups are fully prepaid before arrival or event execution unless otherwise authorized.
• Coordinate with Sales Managers and Accounting to resolve payment discrepancies and confirm billing instructions.

Event Planning & Operational Coordination

• Collaborate with Banquets, Culinary, Front Desk, Reservations, Housekeeping, and other departments to support seamless group experiences.
• Communicate event schedules, attendance, menus, dietary restrictions, room setups, guarantees, and special requests.
• Maintain accurate event documentation and promptly communicate changes that affect operations.
• Participate in planning meetings and assist with group arrivals, site visits, and special events as needed.

Client Communication & Guest Experience

• Serve as a responsive, professional point of contact for group clients throughout the planning process.
• Communicate important deadlines, event details, payment requirements, and lodging arrangements.
• Anticipate client needs, resolve questions, and follow up on outstanding information.
• Maintain strong knowledge of Resort accommodations, dining, meeting facilities, amenities, and services.
• Build positive working relationships with clients and internal teams to ensure exceptional group experiences.