Now Hiring - Charlestowne Hotels - Group Experience & Sales Coordinator in Bayfield, WI

Full description of the position

Position: Group Experience & Sales Coordinator * Introduction:* Join our high-performing team at Wild Rice Retreat, a Conde Nast Traveler Readers' Choice Award winner (#14 Destination Spa Resort in 2024 and #3 Midwest Resort in 2023). This is an exceptional opportunity to help bring world class wellness experiences to the Midwest. * Purpose:* To ensure group and guided retreat goals are met through meticulous execution and attention to detail. To create exceptional experiences for retreat leaders and their participants by serving as the vital link between our sales team and operational implementation. * Tasks & Responsibilities: Group Sales Contract Execution * Coordinate all contract details post-signature to ensure flawless delivery of promised services * Process contract amendments and adjustments as needs evolve * Conduct regularly scheduled client check-ins to ensure all needs are addressed * Communicate finalized arrangements to all property departments * Conduct thorough post-retreat follow-up * Ensure all deadlines and timelines are consistently met including deposit payments and room block cutoff dates Operational Excellence * Work collaboratively with team members and group leaders to prepare and distribute comprehensive BEOs * Communicate all retreat details with organizers including: guest lists, schedules, F&B requirements, welcome materials, and wellness offerings * Cross-reference all group schedules with property calendars to prevent conflicts. * Prepare and distribute guest communications related to retreat activities, itineraries, and programming. * Serve as the essential liaison between Sales and Operations departments. * Collaborate with the AGM to coordinate group activities, ensuring space availability and alignment with the existing immersions calendar during retreats * Create memorable moments for VIP retreat leaders that exceed expectations and inspire them to return Guest Experience * Provide exceptional on-site support for retreat leaders * Conduct property tours for prospective group clients * Ensure the operations team has the necessary information to provide a seamless arrival experience for retreat leaders and participants. * Identify opportunities to enhance the guest journey through thoughtful touchpoints * Collaborate with the property team to implement real-time solutions as opportunities arise during retreats, keeping necessary stakeholders informed as appropriate. Marketing Support * Participate in regular marketing meetings, offering operational insights * Provide feedback on group experiences to inform future marketing efforts * Education and Experience: * High school diploma required; Bachelor's degree preferred * Minimum 2 years' experience in hospitality operations, event management, or retreat coordination * Experience in wellness industry settings highly valued * Required Knowledge, Skills and Abilities: * Exceptional attention to detail and organizational abilities * Outstanding communication skills, both written and verbal * Proficiency with Google Suite and hospitality management systems * Ability to manage multiple projects with different deadlines simultaneously * Strong problem-solving skills and a proactive approach to challenges * Professional demeanor and presence when interacting with guests and partners * Commitment to wellness principles and understanding of retreat experiences * Ability to maintain composure and deliver results in a fast-paced 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is: * Regularly required to stand, walk, sit, use hands to finger, handle or feel, reach with hands and arms, climb or balance, and talk or hear. * Frequently required to stoop, kneel, crouch or crawl. * Regularly required to lift and/or move up to 25lbs - occasionally lift and/or move up to 50lbs. * Specific vision abilities required by this job include peripheral vision and depth perception. _ You may be assigned other duties as needed and your duties may change from time to time, based on the needs of Charlestowne Hotels and your skills, as determined by Charlestowne Hotels._ Brand: Wild Rice Retreat Address: 84860 Old San Rd Bayfield, WI - 54814 Property Description: Wild Rice Retreat Property Number: 7271