What are the responsibilities and job description for the Group Rooms Coordinator position at Concord Hospitality Brand?
Manage and monitor all group room blocks, ensuring accuracy in rooming lists, reservation details, billing, and special requests.
Input and maintain group blocks in the hotel’s Property Management System (PMS) and Sales & Catering system.
Track pickup reports and adjust room blocks as needed to optimize occupancy and revenue.
Communicate changes and updates to relevant departments in a timely manner.
Serve as the primary point of contact for clients regarding group reservations, ensuring clear and professional communication.
Coordinate with meeting planners and group leaders to collect rooming lists, arrival/departure details, and special requests.
Provide clients with detailed confirmation letters and ensure all the terms of the contract are executed.
Collaborate with the Sales, Front Office, Housekeeping, and Revenue teams to ensure smooth execution of group bookings.
Attend pre-conference meetings and provide necessary information to operational teams.
Ensure that billing instructions are accurately communicated to the accounting team.
Prepare group resumes and banquet event orders (BEOs) in collaboration with Sales and Catering teams.
Maintain accurate records and documentation for all group bookings.
Assist the Sales team with administrative tasks as needed, including proposal preparation and contract management.
Manage group reservations coordinators and their processes, to ensure adherence to the sales contract terms, ensure the highest level of meeting planner and guest satisfaction while maximizing room inventory and ADR.
Effectively control high occupancy and oversold dates to ensure minimal guest walks and to maintain hotel profitability.
Complete date entry required for monthly performance results.
Maintain awareness of budgetary goals, occupancy, and revenue forecasts, and react in an immediate manner to changes in market conditions and/or any condition that would otherwise alter the selling strategies, relative to transient business.
Must be a good communicator and able to motivate staff in a close quarters work environment. Ability to create good working relations between reservations sales staff and other departments.
Requires self-initiative, analytical skills, proficiency in technical areas and customer relations.
Knowledgeable and proficient in sales and sales techniques.
Requires good time management, organizational skills, and the ability to work well under pressure and manage multiple priorities.
Works closely with the Director of Revenue Management.
Benefits
We offer competitive wages. Full-time associates are eligible to participate in a comprehensive benefit package, which includes medical/dental/vision plans, life insurance, ST/LT disability options, 401K options, tuition assistance, discounted room rates at Concord managed hotels, plus training & development and career advancement opportunities.
Why Concord?
Concord Hospitality invests in its associates by providing training and development at all levels, from interns to executive leaders. Our “Associate First” culture supports and inspires personal development both within the workplace and beyond. Our associates are what our company is built on, and we are proud to recognize them for their hard work, dedication, and commitment to excellence. We value work life balance, diversity, and our commitment to provide the best customer service and quality accommodations in every market we exist. Concord is built on 5 cornerstones: Quality, Integrity, Community, Profitability and FUN! Our associates say it best with our national company cheer heard throughout North America ---
“We Are Concord!” We support diversity and inclusion through our mission to be a “Great Place to Work for All."
