POSITION SUMMARY:

This position supports the work of the YMCA of the Rockies, which operates a mission-based family and group conference and retreat center, serving more than 225,000 annually. The Group Sales Coordinator plays a vital role in supporting group sales operations by qualifying incoming inquiries, managing lead distribution, and maintaining client relationships. This position requires strong communication and organizational skills and attention to detail when engaging with new and repeat group clients, demonstrated ability to manage data in multiple software systems and willingness to contribute to marketing and event initiatives. The Group Sales Coordinator also assists with internal events, collaborates with various departments to enhance the guest experience, and supports the Outside Sales Representative with prospecting and follow-up. A successful candidate will embody the YMCA's core values and contribute to a collaborative, customer-focused team environment.

OUR MISSION AND CULTURE: 

We firmly believe in our mission of putting Christian principles into practice through programs, staff, and facilities in an environment that builds healthy spirit, mind, and body for all. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests, and staff. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other.

ESSENTIAL FUNCTIONS:

• Qualify incoming phone calls and gather initial group information before directing them to the appropriate Group Sales Representative for finalization.
• Manage online form inquiries from a shared email inbox; assign leads to group sales reps using Delphi, to reference previous client relationships.
• Reconnect with repeat group clients based on past booking patterns, sending personalized, branded communication as their previous point of contact.
• Represent the organization at tradeshows and networking events to expand market reach.
• Maintain in-depth knowledge of services and facilities at Estes Park Center and Snow Mountain Ranch.
• Exhibit strong interpersonal skills when communicating with internal and external customers via phone, email, and in person.
• Proficiently use desktop computer applications, including Amadeus, Microsoft Office, Excel, and HotelKey, to manage workload and correspondence.
• Accurately and efficiently enter data into the booking system.
• Hold a valid U.S. state-issued driver’s license with an acceptable driving record and comply with YMCA driving policies to operate YMCA vehicles.
• Support and promote the Association’s safety program,ensuring a safe environment for guests, members, and staff.
• Uphold the YMCA of the Rockies Mission, policies, and core values: Caring, Honesty, Respect, Responsibility, and Faith.
• Foster a cooperative, positive, and solution-oriented work environment.

ADDITIONAL DUTIES:

• Source and organize updated photos and videos to promote guest and group experiences.
• Maintain and update sales and marketing materials (digital and print) with basic graphic design skills.
• Assemble site tour folders with current spec sheets and small branded gifts.
• Help prepare for and participate in site visits with potential clients.
• Collaborate with the Marketing Team to promote YMCA of the Rockies’ lodging, meeting spaces, and amenities.
• Plan and execute internal events in coordination with dining, programs, and facilities teams.
• Ensure smooth event logistics and align with internal event goals and timelines.
• Participate in sales team meetings and contribute to a solutions-oriented team culture.
• Represent YMCA values through positive, collaborative communication.
• Assist Outside Sales Representative with prospecting and researching new group leads.
• Support the Outside Sales Representative with initial outreach and follow-up.

REQUIREMENTS/QUALIFICATIONS:

• Previous experience in sales support, reservations, administrative coordination role, preferably in hospitality, events or another customer facing industry.
• Comfortable working with multiple software platforms simultaneously and adapting to system transitions and integrations.
• Thrive in a fast-paced, multitasking sales environment while meeting revenue goals.
• Perform other duties as assigned.
• Requires flexibility with scheduling and occasional travel.

GENERAL YMCA OF THE ROCKIES REQUIREMENTS:

• Uphold and reflect the YMCA core values of Caring, Honesty, Respect, Responsibility and Faith in all functions. 
• Uphold the YMCA of the Rockies Mission, policies, and programs. 
• Possess and demonstrate excellent customer service skills; for example, friendly, personable, helpful, patient, and professional. 
• Support the YMCA of the Rockies safety program. Promote safe work practices and a safe environment for guests, members, and staff. 
• Promote a cooperative, positive, and flexible atmosphere while working with others in a diverse community. 
• Attend required abuse risk management training and report suspicious or inappropriate behaviors and policy violations. 
• Commitment to diversity, equity, inclusion and antiracism is required. 
• Must meet acceptable criminal background check standards. 
• All other duties as assigned. 

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to manage multiple tasks and multiple priorities simultaneously 
• Ability to work under deadline pressure in mentally demanding environment
• Ability to sit or stand for extended periods of time while on the phone or working at a  computer workstation 
• Must be able to travel between centers as required by demands of position 

Note: Employees are held accountable for all duties of this job.
This job description is not intended to be an exhaustive list of all duties, responsibilities,
or qualifications associated with the job.

COMPENSATION PACKAGE & EMPLOYEE PERKS:

• Health, dental, and life insurance
• Generous PTO/Vacation
• Participation in YMCA Retirement Fund (an additional 12% contribution by YMCA after 2 years employment)
• Employer owned rental housing may be available nearby - Contact Human Resources for more information
• YMCA of the Rockies membership
• Discounted childcare, summer day camp, and summer overnight camp
• Discounted nights at YMCA of the Rockies lodges for friends & family
• Ski passes to nearby resorts
• Free or discounted gear rentals for outdoor adventures
• View all YMCA of the Rockies employee perks by visiting here