Group Sales & Lodging Coordinator

Job Overview

The Groups & Rooms Coordinator plays an essential role in delivering a seamless guest experience by ensuring group reservations, room blocks, rooming lists, billing requirements, and room assignments are accurate, organized, and effectively communicated throughout the hotel.

Responsibilities

• Manage group room blocks from definite status through arrival, ensuring accurate rates, room types, inventory, cutoff dates, concessions, and contractual requirements.
• Coordinate group reservations and rooming lists, including VIPs, staff rooms, suites, special requests, complimentary rooms, upgrades, and other group requirements.
• Monitor group pickup and room availability, making adjustments and communicating trends or potential inventory challenges to Sales, Convention Services, and Revenue Management.
• Ensure accurate group billing setup, deposits, booking information, and reservation details while coordinating with Accounting and appropriate hotel teams.
• Group Lead Catcher
• Oversee Group Rooms - contract turnover, coordinate lodging blocks, manage group rooming lists, cut-off dates, group pickup and final billing.
• Build Individual Group Lodging Links.
• Assist with Front Office when needed on heavy group arrival & departure days.
• Serve as a key liaison between meeting planners and internal departments, ensuring group information and changes are communicated accurately and in a timely manner.
• Prepare and communicate group resumes, pickup reports, and other room-related information needed to support successful group arrivals.
• Partner with Front Office, Housekeeping, Engineering, and Reservations to coordinate room assignments and operational needs.
• Partner with the Front Desk to coordinate email and incoming phone reservations as needed.
• Assist with blocking VIPs, suites, early arrivals, special requests, and other priority accommodations.
• Proactively identify and help resolve room-assignment, inventory, and group reservation challenges before they impact the guest experience.
• Serve as liaison with accounting department to ensure all billing requests are configured and executed as necessary.
• Prepare all necessary reports and for each hotel's Group Pick Up meeting - be prepared to discuss pickup and trending of groups during meeting.
• Communicate effectively and in a timely manner to internal Revenue Management and CS teams any information received that could impact the performance of each group.

Qualifications

Education/Formal Training

High School diploma or equivalent. Further education is desirable.

Experience

Must have two to three years of hotel front office and/or reservations experience.

Knowledge/Skills

• Must possess communication skills in terms of the ability to negotiate, convince, sell and influence potential hotel guests.
• Hilton and OnQ or similar experience preferred but not required
• Ability to operate computer reservations systems.
• Ability to effectively supervise staff.
• Fluency in a second language is desirable.
• Must have ability to detect and trace computer and manual errors when reviewing reservations data for report preparation.
• Must be able to use tact and understanding when dealing with demanding or unpleasant customers.
• Must be able to memorize facts and figures. Must be organized and display patience when handling more than one call at a time.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to take reservations over phones.
• Ability to read computer screen and relay information to guests.
• Ability to negotiate, convince, sell and influence.
• Excellent comprehension and literacy required to read and understand computer screen, reports, etc.
• Mobility -ability to move around reservations area. No continuous standing required. No driving required.

Benefits

• Paid Time Off
• Medical, dental, & vision insurance
• Eligible to participate in the Company's 401(k) program with employer matching
• Health savings and flexible spending accounts
• Basic Life and AD&D insurance
• Company-paid short-term disability
• Paid FMLA leave for up to a period of 12 weeks
• Employee Assistance Program
• Great discounts on Hotels, Restaurants, and much more.
• Eligible to participate in the Employee Referral Bonus Program. Up to $1,000 per referral.

Salary

USD $25.00 - USD $26.00 /Hr.