Motorcoach Group Sales Coordinator

Job Title: Motorcoach Group Sales Coordinator

Location: North Conway, NH

Category: Group Sales, Event Planning, Guest Services

About the White Mountain Hotel & Resort

The White Mountain Hotel & Resort is a one-of-a-kind, independently owned and operated, 80-room luxury boutique resort offering unforgettable views, exceptional service, and curated experiences that can’t be replicated. Whether it's leaf peeping in the fall, Christmas magic in December, or new adventures year-round, we’re the premier mountain retreat in New Hampshire — just minutes from downtown North Conway.

Job Summary:

The Motorcoach Group Sales Coordinator is the primary point of contact for all motorcoach and bus group business at the resort, especially during our high-demand fall foliage and December holiday seasons. You will plan, sell, and coordinate every aspect of the guest motorcoach experience—from the moment a bus reservation is made to the final wave goodbye.

This role requires high attention to detail, proven sales skills, excellent people skills, and the ability to juggle multiple groups at once—all while delivering signature White Mountain Hotel hospitality. You'll work closely with tour operators, group leaders, in-house departments, and third-party vendors to ensure seamless operations for each group.

Department:

Group Sales

Reports To:
Sales Manager

Status:
Full Time – Hourly + Commission

Primary Responsibilities:

• Sales & Booking
  • Solicit new motorcoach business to fill off-season periods (Winter & Spring) including overnight tours, lunch, and brunch bus groups
  • Maintain relationships with existing accounts and ensure return business year over year
  • Respond to inbound tour inquiries, prepare proposals, draft contracts, and finalize group bookings
  • Maintain accurate records of leads, bookings, and confirmed itineraries
• Group Coordination & Execution
  • Serve as the full-service planner for many groups, especially in December (up to 3 buses per day) and fall foliage season, including contracting, collecting deposits and final billing
  • Coordinate daily itineraries including:
    • On-property meals (breakfasts, dinners, lunches, etc.) and off property restaurant meals
    • Day trips and sightseeing tours
    • Tour guiding for groups and scheduling other tour guides
    • Evening entertainment
    • Motorcoach transportation
  • Work with tour leaders and guide companies to assist with itinerary integration and in-house coordination
  • Conduct welcome greetings and farewell send-offs for all buses
  • Provide property tours to new and prospective group leaders and tour operators
• Internal Communication & Operations
  • Coordinate all motorcoach group logistics with all departments, including F&B, Front Desk, Housekeeping, and Maintenance
  • Prepare and distribute internal SPEC sheets for each group
  • Ensure departments are fully briefed so that they are staffed appropriately during peak group periods
  • Monitor guest satisfaction and step in to resolve any in-the-moment needs or concerns
  • Maintain a strong on-property presence during busy group seasons.  Night and weekends are required when motorcoach groups are in house
• Business Development
  • Attend local or regional travel trade shows and tourism events as needed
  • Cold calling prospects for new business
  • Develop creative packages or seasonal promotions to entice new groups
  • Creation and distribution and follow through to sending groups the annual Group Sales Book
  • Contribute to budget planning and revenue forecasts related to motorcoach business

Required Skills & Qualifications:

• 2+ years of experience in hotel group sales, event coordination, or tour management
• Strong organizational and multitasking abilities
• Strong, proven sales skills
• Proven success in a client-facing, customer service-oriented role
• Excellent written and verbal communication skills
• Ability to remain calm and professional under pressure
• Highly self-motivated and comfortable working independently
• Flexible availability including some early mornings, evenings, weekends, and holidays (especially December)
• Computer proficiency with Microsoft Office and hotel booking systems (experience with Spring Miller SMS is a plus)
• Canva experience preferred, but will train right candidate

Preferred Qualifications:

• Experience working with senior tour groups or within the motorcoach travel industry
• Familiarity with tourism trends in New England and the White Mountains
• Experience with marketing or selling packages to group tour planners and tour operators

Physical Requirements:

• Standing and walking for extended periods to greet groups or give tours
• Lifting or carrying light promotional materials and welcome amenities
• Office work including typing, emailing, and preparing itineraries and proposals

Work Environment:

• Office-based during planning phases, but highly interactive on-property during group stays
• Fast-paced and guest-facing during busy periods
• Requires flexibility, enthusiasm, and a hands-on approach to hospitality
• Full time, 40 hours per week, with nights and weekends being required when groups are in house

Join our team and become the heart behind the scenes of some of the most memorable group stays in New England!