Group Reservations Coordinator

Job Description

Job Description

Position Overview:

The Group Room Coordinator sits at the intersection of guest experience and revenue strategy, a role that's more impactful than the title might suggest. You'll be the key point of contact for group lodging at Grand View Lodge, working closely with our sales team, event planners, and clients to ensure every group is placed thoughtfully within our room inventory. You'll own the full lodging lifecycle for golf groups, from contract through checkout, while balancing guest preferences with available product across all segments, making discretionary decisions that directly affect room revenue, and building the kind of client confidence that keeps groups coming back. If you're analytical, detail-driven, and thrive in a fast-paced hospitality environment, this role is a great fit.

About Grand View Lodge & Cote Hospitality

For over 100 years, Cote Hospitality has crafted transformative guest experiences across world-class resorts and camps. At Grand View Lodge, that means exceptional hospitality woven into every touchpoint; golf, dining, spa, events, and more, all grounded in our CoteCares culture of belonging, respect, and shared purpose.

Duties & Responsibilities: 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manage all group lodging assignments, strategically matching guest housing needs and requests with available room inventory to maximize room type placement, guest satisfaction, and revenue.
• Own the golf group housing process end-to-end: draft and manage golf group lodging contracts, coordinate housing assignments, and serve as the primary contact for golf group clients from initial booking through departure.
• Enter and maintain individual group reservations accurately in the appropriate property management software; perform additional data tracking as needed.
• Generate lodging links for group registration and produce detailed rooming lists for clients.
• Work directly with group clients to build trusted, confident relationships, you're their go-to contact for all things lodging.
• Collaborate closely with the Grand View Lodge sales team and event planners to align group needs with available inventory across all market segments.
• Make discretionary decisions on room placement that balance guest experience with revenue optimization, this role has real impact on the bottom line.
• Handle confidential client and guest information with discretion and professionalism at all times.
• Communicate effectively across all levels of the organization; respond to and resolve matters promptly to maintain strong internal and client relationships.
• Contribute to ongoing analysis of room inventory, identifying opportunities to improve group placement strategy.

What you bring

• 2–3 years of hospitality experience, with a background in hospitality sales required.
• Experience in a managed property or resort environment is highly preferred, you understand how group lodging works in a multi-outlet setting.
• Exceptional attention to detail and organizational skills; you catch things others miss and keep complex group blocks running smoothly.
• Strong analytical and decision-making ability, you can assess inventory, guest needs, and revenue implications quickly and accurately.
• Proficiency in Microsoft Office; experience with property management or group sales software is a strong plus.
• A self-starter mindset: results-driven, adaptable, and comfortable managing competing priorities and deadlines.
• Composure under pressure, groups can be complex, and you handle shifting details with calm and professionalism.

Why Grand View Lodge

You'll be part of a team that genuinely invests in its people. CoteCares isn't a tagline; it's how we show up for each other every day. You'll work alongside an experienced sales team, have real ownership over a meaningful piece of the guest experience, and contribute to the success of one of the Midwest's most iconic resort destinations.

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