Group Sales & Event Manager

Description

Who We Are

 At Roberts Resorts & Communities, we make a genuine change in every life we touch. That’s why as a company, our goal comes down to this single purpose: to build community and fulfill dreams. We achieve results by being passionate, resourceful, collaborative, and committed to integrity and epic customer service.

Our growing portfolio of manufactured home communities, RV resorts, and vacation destinations provides welcoming places where residents and guests can connect, create lasting memories, and feel at home. 

Position Summary

The Group Sales & Event Manager is responsible for proactively generating, converting, detailing, and executing profitable group business for Village Camp Flagstaff. This position owns the group sales process from initial prospecting and lead response through contracting, event detailing, execution, and post-event follow-up. 

The successful candidate will be a proactive salesperson who actively develops new business, builds strong relationships within the Flagstaff community and surrounding markets, and consistently pursues opportunities within weddings, corporate retreats, reunions, outdoor groups, social events, and other group segments. 

This role also serves as the primary liaison between group clients and the Village Camp operations team, ensuring every group is thoroughly detailed, communicated, and positioned for successful execution and an EPIC guest experience. 

This is a proactive sales position, not solely an event coordination role. Success will be measured by the individual's ability to generate new business, convert inbound opportunities, retain and resolicit existing accounts, achieve group revenue goals, and successfully communicate and execute contracted events. 

What you'll do:

• Proactively solicit, develop, and close new group business to achieve or exceed established group revenue goals.  
• Conduct weekly outside sales calls and prospecting activities to develop new accounts and strengthen relationships with local businesses, organizations, wedding professionals, event planners, tour operators, and other potential referral partners.  
• Attend appropriate Flagstaff Chamber of Commerce meetings, networking events, community events, trade shows, and industry functions to represent Village Camp and generate new business.  
• Respond to all new group leads within 24 hours and maintain consistent, professional follow-up throughout the sales process.  
• Conduct property tours, site visits, presentations, and sales appointments that showcase the complete Village Camp experience.  
• Partner with the General Manager and Revenue Management team to establish competitive and profitable group pricing based on demand, availability, seasonality, and overall revenue strategy.  
• Maintain an active sales pipeline and track leads from initial inquiry through contracting, actualization, and final billing.  
• Resolicit all past and current groups for repeat business and future opportunities.  
• Continually identify opportunities to increase group revenue through accommodations, F&B, event space, rentals, activities, and other ancillary offerings. 

Group Detailing & Event Execution 

• Own the group relationship from contract through departure, ensuring all commitments, expectations, and event details are accurately documented and communicated.  
• Prepare complete and accurate Group Resumes and Banquet Event Orders (BEOs) for every applicable group and event.  
• Distribute finalized Group Resumes, BEOs, and supporting event information to the operations team a minimum of two weeks prior to arrival/event date.  
• Ensure group documentation clearly communicates accommodations, arrival/departure information, F&B requirements, event schedules, setup requirements, billing instructions, VIPs, special requests, outside vendors, and other operational needs.  
• Lead pre-event meetings with appropriate Village Camp departments for large or complex groups to ensure clear ownership and execution.  
• Maintain strong communication with Front Desk, F&B, Facilities, Housekeeping, Activities, and property leadership before and throughout each event.  
• Serve as the on-site point of contact for large-scale groups, weddings, and events, ensuring commitments are fulfilled and issues are resolved quickly and professionally.  
• Coordinate with approved outside caterers, vendors, entertainment providers, and event partners as necessary.  
• Inspect event setups against BEO requirements prior to guest arrival and ensure Village Camp standards are met.  
• Complete appropriate post-event follow-up with clients to gather feedback, resolve outstanding items, and pursue future business. 

Administration & Accountability 

• Maintain accurate contracts, deposits, room blocks, event details, billing information, client communication, and sales activity within established systems.  
• Ensure contracts, BEOs, Group Resumes, billing information, and client commitments are accurate and completed by established deadlines.  
• Submit group commission reporting within three business days following the end of each month.  
• Maintain an organized calendar of upcoming groups, deadlines, deposits, site visits, event dates, and required operational communication.  
• Provide regular reporting on sales activity, pipeline, definite business, lost business, upcoming groups, and revenue performance on a weekly basis. 
• Communicate potential operational challenges, client concerns, or changes immediately to property leadership rather than allowing issues to reach the day of the event.  
• Maintain strong organization, attention to detail, urgency, and follow-through across all assigned groups and sales opportunities. 

Requirements

What it takes to succeed:

• Proactive Sales Mentality: Naturally hunts for new business rather than relying solely on inbound leads. 
• Relationship Building: Develops long-term relationships that generate repeat and referral business. 
• Organization & Attention to Detail: Effectively manages multiple groups, deadlines, contracts, BEOs, and events simultaneously. 
• Urgency & Follow-Through: Responds promptly, meets commitments, and consistently closes the loop. 
• Communication: Provides clear, timely communication to clients, leadership, and operational departments. 
• Revenue Focus: Understands pricing, profitability, upselling, and the importance of maximizing total group revenue. 
• Accountability: Takes ownership of the complete group experience from initial inquiry through post-event follow-up. 
• EPIC Customer Service: Creates memorable experiences while remaining resourceful and solution-focused when challenges arise. 
• Minimum 2 years of hotel, resort, hospitality, catering, event, or group sales experience required. 
• Previous experience managing large-scale groups, weddings, corporate events, or similar functions strongly preferred. 
• Demonstrated history of proactive prospecting, relationship development, and closing new business. 
• Experience preparing BEOs, Group Resumes, contracts, room blocks, and event documentation preferred. 
• Strong organizational skills with the ability to simultaneously manage multiple groups and deadlines. 
• Proven ability to work independently, prioritize responsibilities, and consistently follow through without requiring significant oversight. 
• Constantly stand, walk, push, pull, lift grasp, bend and kneel; Frequently use arms and hands 
• Manual dexterity for handling paperwork and using office equipment 
• Clear vision and hearing for reviewing documents and communicating effectively 
• Capability to lift up and carry up to 30 pounds 

Company Benefits

• Medical, Dental, and Vision Insurance 
• Employer Paid Life Insurance
• Voluntary STD, LTD, Accidental, and Critical Illness
• PTO and 11 Paid Holidays 
• 401k & 401k Matching
• Working in an inclusive community

Commitment to Diversity:

Roberts Resorts & Communities stands firm in our commitment to Equal Employment Opportunity. We believe in a workplace free from discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic. Diversity is our strength. We foster an inclusive environment where authenticity is valued, and everyone feels a sense of belonging. We empower individuals to reach their full potential and contribute their best. Join us in creating a workplace where diversity is celebrated, voices are heard, and excellence thrives.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to [email protected].