What are the responsibilities and job description for the Group Rooms Coordinator position at Hôtel Swexan?
Who We Are
Harwood Hospitality Group, Dallas’ premier Hospitality owner-operator, introduces its most complete expression of a multi-generational vision in Harwood District’s first hotel, Hotel Swexan.
The Hotel is a new destination, with an uncompromising mission that values experience above all. It is a place like no other that draws inspirations from the world’s greatest cities – New York, London, Paris – together in one location to create something completely new. Local expertise with an international influence. Classic and contemporary, the hotel is a twist on conventions.
Part collection, part creativity, and always elegant. Guests stay to get lost – in culture and conversation. The Hotel is a world of its own, a meeting place, a hideaway, a stomping ground. For celebration or solitude.
Designed with all generations in mind, Harwood District’s hotel plays host to an eclectic mix of personalities. It is a timeless setting where locals mix with out-of-towners and old souls encounter the young at heart.
Intimate, immersive, and transportive. Hotel Swexan has a surprise around every corner. Forget, for a second, where you came from, and leave with a memory that keeps you coming back.
Summary
The Group Rooms Coordinator is responsible for managing group reservations, ensuring accurate room blocks, rates, and billing processes. This role requires coordination between Sales, Front Office, and Accounting to optimize revenue and guest satisfaction.
Job Responsibilities
- Maintain a working knowledge of the Sales, Front Office, and Accounting areas
- Have a thorough understanding of guest patterns, demand periods and seasonality
- Maintain a working knowledge of revenue management principles as it applies to the hotel in general by attending revenue and sales meetings to ensure financial objectives of the property are met
- Coordinate group reservation activities including group bookings, room blocks and rate implementation.
- Enter all group rates in Opera and code in the property management system.
- Ensure that all group reservations have been coded and entered correctly for the appropriate group block.
- Build and monitor property management system group master’s and group cancellations, releasing any unused rooms at the determined time
- Communicate group specifications, billing requirements, deadlines, and client no-shows to the appropriate operational departments
- Monitor group arrivals for coding and billing
- Update the group pickup bookings/actuals in Delphi/group system
- Serve as the primary group/reservations housing contact for clients
- Attend pre/post conference meetings
- Notify client of scheduled deadlines for cut-off dates
- Work with front office in pre-blocking group rooming lists prior to arrival
- Assist in completing all VIP and internet reservations
- Assist in completing all email reservations
- Manager special request queues in Opera (ADA request, for example)
- Research outstanding travel agent commissions for groups
- Maintain accurate files and systems for information retrieval as it relates to group bookings
- Rooms Control responsibility of balancing the hotel rooms inventory.
- Support the Front Office Team in daily operations as needed
