Group Services Coordinator

The Group Services Coordinator is the liaison between Taos Ski Valley, Inc. and the contracted group; coordinating lodging, rooming lists, food and beverage, meeting space, lift tickets, activities, etc, and communicating group details to the appropriate resort departments, in a manner that enhances the overall Taos Ski Valley experience that the group will have. This is an extension of the sales team and the services coordinator upholds contracted business and is expected to upsell groups into additional available group products.

This job description is intended to be a broad description of duties. You will be asked to carry out all responsibilities following the organization's policies and applicable laws. Specific information on duties and policies can be found with your supervisor or in the Employee Reference Guide. Reasonable accommodation may be made to enable individuals with disabilities to perform essential job functions.

Essential Job Responsibilities

• Maintaining and Updating the Group Master Calendar
• Weekly Reporting of Groups and Associated Activities to Taos Ski Valley Departments and Department Heads.
• Administration of sales mailboxes (Email & VM) out to
  • Corporate and Group Sales Manager
  • Wedding and Social Sales Manager
  • Communication (Email Automation) with non-qualified leads
•  Creation and Generation of Basic Sale Materials and Information
• Organization and/or filing of contracts
• Maintenance of the Sales Team Travel Log
• Ordering and Maintenance of Office Supplies
• Answer telephone, e-mail, and online inquiries
• Input sales leads in IVvy and prepare proper paperwork
• Sets up calendar appointments for Sales calls
• Handle short-term reservation changes and modifications
• Attends Sales meetings/retreats and takes notes
• Enters data, (operates various word processing and other software packages) to produce correspondence, forms, memoranda, and other documents.
• Understands written and verbal instructions.
• Answers telephone and responds to caller inquiries speaking clearly and pleasantly. Exercises decision-making skills to direct callers' requests. Accurately records messages for staff and distributes the written messages to the staff members' office in a timely manner.
• Distributes printed documents to appropriate persons and locations to ensure prompt processing of time sensitive information by resort staff. Transports printed documents weighing up to 10 pounds to offices, mailrooms and other locations throughout the hotel building.
• Organizes, files and retrieves documents in appropriate binders in order to maintain essential records used in the department operation. Organizes items alphabetically and numerically.
• Distributes outgoing and inter-office mail and documentation throughout department.
• Answers telephones for other individuals within department during their absence from the office.
• Main support for sales team the role will greet visitors, answer phone calls (to include customer, intake and process incoming lead information, handle reservation requests, research group billing inquiries and or data, compile reports, maintain files and prepare correspondence;
• Communication with group customers regarding the status of their group room block, entering rooming lists, monitoring pick up status, reporting status of current pickup, providing cutoff dates and/or making individual rooming list reservation changes;
• Assist property managers with sales duties as needed including but not limited to initial billing inquiries, commission payments, no-show status, sales system research, brand reward point administration, and scheduling appointments.
• Assist managers with RFP responses, proposals, contracts, BEOs, and meeting arrangements as needed;
• Assist Catering/Convention Services Manager with reservation requests and building group master accounts in the brand system, as needed;
• Help maintain the group files within the sales system for all group bookings, ensuring signed agreements are uploaded when all bookings are turned to definite bookings
• Provide additional administrative assistance as directed.
• Any and all other work as required to complete the primary purpose of the position.
• Performs other related duties as assigned.
• Reliable attendance on all scheduled workdays
• Group/ Event Handoff - Comprehension and utilization of our technology stack:
  • IVVY (CRM)
  • Microsoft Office
  • Microsoft Teams
  • SendSites
  • Starting post contract to assist in communication with groups
  • Work with Conference Services Manager to assist in contracted timeline tasks
  • Enforcing and Charging Payment Schedule based on contracts
  • Assisting in event execution based on needs from other sales team members and departments.
• Group/ Event Manifests
  • Initial Receipt of the Group Manifests from Ski Clubs/ Groups
  • Distribution of Group Manifests (Communication) to the various departments impacted:
    • Ticketing
    • Snow Sports
    • Rental/ Retail
  • Collection of ticketing assets from ticketing sources (Season Pass/ Snow Sports Office)
    • Lift Tickets
    • Snow Sports Vouchers
    • Rental Vouchers 

Personal Skills:

• Strong personal character and commitment to Taos Ski Valley, Inc.’s Vision, Purpose, and Values.
• Provides a guest experience that exceeds the guest’s expectations.
• Ability to gracefully and humbly accept criticism and opportunities for growth.
• Ability to stay positive, focused, and constructive when faced with setbacks, challenges, and while working in an ever-changing environment.
• Capable of professional client and co-worker communication 

Qualifications/Knowledge:

• Completion of a collegiate or technical degree (preference in Hospitality or Event Management)
• Certifications/Licensures include: CMP, CSEP, CPCE, CGMP, etc.
• Knowledge of Microsoft Office Suite, CRM Technology,
• Ability to work a flexible schedule including weekends, holidays, and evenings.

Work Environment:

•  Physical Demands of Position Include:  This job can require the potential of heavy-lifting as part of the role. Candidates can expected to pick up Items weighing up to 50lbs. Standing for long periods of time is another part of this role. Long hours and working at various times of the day and evening can be expecting. 
• Background Check: Positions dealing with children, of safety-sensitive and/or confidential nature, require driving or positions that handle cash may require a background check and MVR check. Employment is contingent upon a favorable background check and MVR check.
• Is a Background Check required for this position: Yes
• Is an MVR required for this position: Yes