Group Rooms Coordinator $21.00

Job Details

Description

Purpose of the Position:

The Group Rooms Coordinator role is pivotal in managing and overseeing the reservation and rooming processes for group bookings, ensuring smooth communication and operations between sales, revenue management, and the client. The duties listed below outline the key responsibilities involved in supporting group reservations and ensuring guest satisfaction.

Primary Responsibilities

Duties are as follows but not limited to:

• Manage group room block requests from initial inquiry through to final booking.
• Confirm and assign rooms for group reservations based on contracts and special requests.
• Oversee and update rooming lists, ensuring accuracy of guest information, special requests, and billing instructions.
• Work with the Sales and Front Desk teams to accommodate VIP requests and specific needs for group clients.
• Collaborate with the revenue management team to optimize room block inventory and pricing.
• Serve as the primary contact for group organizers, ensuring a personalized and high-touch experience from booking to departure.
• Communicate effectively with internal departments (Sales, Front Desk, Housekeeping, and Catering) to ensure all group needs are met.
• Handle group-specific requests such as early check-ins, late check-outs, upgrades, or special accommodations with attention to detail and urgency.
• Coordinate room assignments for conference attendees, meetings, or events to ensure a smooth flow and organizational accuracy.
• Ensure all group attendees have the necessary information regarding check-in/check-out, amenities, and hotel services.
• Prepare detailed rooming lists, group reports, and other documents for review by relevant departments.
• Provide periodic reports on group block status, pick-up, and future booking trends.
• Work closely with the Reservations and Front Desk teams to ensure a smooth check-in/check-out process for group members.
• Assist with managing group arrivals, ensuring smooth operations and a personalized guest experience.
• Support the Group Sales Manager with the creation of event and rooming proposals, ensuring all guest needs are captured.
• Address any concerns or issues raised by group organizers or members with a calm and professional demeanor, resolving issues quickly and efficiently.
• Ensure that any special requests or guest preferences are taken care of prior to arrival.
  
  

Job Requirements

• Previous experience in hotel operations, ideally in a luxury or 5 Diamond property setting.
• Strong knowledge of group reservation systems, such as Opera or similar platforms.
• Exceptional communication and organizational skills, with a focus on attention to detail.
• Ability to work under pressure, managing multiple group bookings and deadlines simultaneously.
• Excellent customer service skills and a genuine desire to provide a superior guest experience.
• Flexibility and adaptability, with the ability to handle a variety of group types, including corporate, social, and leisure.
• Ability to work collaboratively with multiple departments to deliver a seamless experience for both the client and guests.
• Proficiency in Microsoft Office Suite and relevant property management systems.
• High school diploma required; Bachelor’s degree in Hospitality Management or related field preferred.
  
  

Working Conditions

• Full-time position, including weekends and holidays as necessary.
• Ability to stand, walk, and sit for extended periods.
• Occasional evening shifts or events as required by group schedules.
  
  

Skills And Qualities Needed

• Attention to Detail: Accurate input of rooming lists, billing details, and VIP placements.
• Communication: Strong communication with clients, internal teams, and leadership.
• Time Management: Handling multiple group requests while meeting deadlines.
• Problem-Solving: Ability to manage challenges that arise with group blocks, reservations, and guest issues.
• Customer Service: Delivering high-touch service for group clients, ensuring satisfaction throughout the process.
• Collaboration: Ability to work cross-functionally with sales, revenue management, and guest services teams.
  
  

This role is central to maintaining high standards in group reservation operations, client relations, and internal coordination. The ability to manage both details and big-picture aspects of group bookings will be crucial to success in this position.