Hotel Coordinator

Hotel Coordinator

Location: Fredericksburg, VA (In-Office)

Employment Type: Full-Time

✈️ Do you enjoy building strong vendor relationships, negotiating hotel contracts, and ensuring every detail of a travel experience comes together seamlessly?

Join our team as a Hotel Coordinator and help bring unforgettable student travel experiences to life!

About the Role:

We're looking for a Hotel Coordinator to join our Operations team. In this role, you'll manage hotel accommodations for student and educator tour groups traveling to destinations across the country. You'll work closely with hotels, internal teams, and vendors to secure quality accommodations, manage room blocks, negotiate competitive rates, and ensure our travelers have an outstanding lodging experience.

Whether you're early in your career or looking to grow into the travel or hospitality industry, this role is a great opportunity to learn, contribute, and advance.

Key Responsibilities:

Hotel Contracting & Supplier Management

• Negotiate and maintain relationships with hotels and accommodation suppliers.
• Request, compare, and secure competitive hotel rates and availability.
• Review and manage hotel contracts, maintaining accurate records in spreadsheets and database.
• Maintain accurate records of hotel contracts, rates, and supplier information.
• Assist in developing new hotel partnerships in key destinations.

Hotel Reservations & Inventory Management

• Coordinate hotel bookings for individual travelers and group tours.
• Manage updates to hotels for attrition and cancellation deadlines and communicate with vendors.
• Forecast and adjust room blocks to maintain accurate pick-up rates.
• Review room assignments prior to arrival and coordinate necessary adjustments with hotels.

Vendor & Stakeholder Coordination

• Work closely with the Reservations, Operations, and Sales teams to ensure seamless travel arrangements.
• Communicate with hotels and vendors regarding booking updates, deadlines, and accommodation requirements.
• Book and reconfirm hotel security guards.

Issue Resolution & Customer Support

• Resolve booking changes, cancellations, overbookings, and guest accommodation issues promptly.
• Ensure all accommodation services meet company quality standards and client expectations.

Financial & Administrative Management

• Monitor payment schedules, invoices, and reconciliation of hotel bookings.
• Maintain records and documentation related to hotel agreements and accommodations.

Training

• Participate in hotel training sessions.

What We're Looking For:

Required:

• Associate's or Bachelor's degree in Hospitality, Business, Travel & Tourism, Operations, or a related field.
• Experience in hospitality, hotel coordination, travel operations, vendor management, or customer service.
• Experience reviewing contracts, invoices, rooming lists, or operational logistics.

Key Competencies:

• Relationship Builder- You enjoy developing strong partnerships with vendors and working collaboratively with internal teams.
• Effective Communicator- You can confidently communicate with travelers, hotels, and colleagues in both written and verbal formats.
• Detail-Oriented- You notice the small details and ensure information is accurate and up to date.
• Solutions Focused- You think on your feet and make sound decisions when unexpected challenges arise.
• Highly Organized- You can manage multiple priorities, stay on top of deadlines, and maintain strong follow-through.

Compensation & Benefits:

Pay: Approximately $53,000 annually, depending on experience and qualifications (Salaried)

Benefits Available Include:

• Health Insurance
• Dental Insurance
• 401k with 4% company match
• Life Insurance, Long-Term Disability, AD&D – after 90 days
• 15 PTO days annually (vacation & sick combined)
• Various other voluntary benefits including Short-Term Disability, Supplemental Life Insurance, etc.

Paid Holidays, including:

• New Year's Day
• MLK Jr. Day
• Memorial Day
• Fourth of July
• Labor Day
• Thanksgiving Day
• Day After Thanksgiving (Floating)
• Christmas Eve (Floating)
• Christmas Day

Ready to join a company that brings education and travel together?

Apply now and start your journey with us as a Hotel Coordinator !