Group Reservations Coordinator

Job Description

Job Description

OVERVIEW:

We are seeking a highly organized, guest service-focused professional to join our Sales & Events team as a Group Reservations Coordinator. This role handles the day-to-day work behind group business. That includes reservations, room blocks, guest communication, and keeping details accurate across systems. You will serve as a central point of contact for clients and internal teams, ensuring accuracy across systems, seamless communication, and a high-quality guest experience. This position is ideal for someone who enjoys structured, detail-oriented work, takes pride in getting the details right, and is looking to build consistency and expertise within a stable, operations-focused role.

ESSENTIAL FUNCTIONS:

Reservation and Group Block Management

· Create, modify, and manage individual and group reservations

· Build and maintain room blocks, rooming lists, and reservation links

· Monitor pickup, pacing, and inventory; communicate risks and updates to Sales Managers

· Ensure accuracy of rates, availability, and billing setup across all reservations

Guest and Client Communication

· Serve as a primary point of contact for group clients via phone and email

· Respond to inquiries, requests, and changes with professionalism and urgency

· Communicate booking details, policies, and updates clearly

Group and Event Execution Support

· Coordinate group details across departments to ensure seamless execution

· Lead and prepare internal resume meetings and distribute resume packets

· Coordinate amenities, VIP arrangements, and group logistics

· Create and manage event signage and supporting materials

Sales Support and Administrative Coordination

· Manage incoming leads and assist with pipeline tracking

· Maintain CRM systems, calendars, and internal documentation

· Prepare sales materials and internal communications

Data Accuracy, Reporting and Systems

· Maintain accurate data across all systems (PMS, CRM, contracts, resumes)

· Audit reservations, routing, billing, and group setup for accuracy

· Track and report on key metrics including pickup, pacing, funnel, and forecast

· Identify discrepancies and proactively resolve or escalate issues

Cross-Department Coordination

· Partner with Front Office, Revenue Management, Accounting, and F&B teams

· Communicate group needs, changes, and priorities clearly across departments

· Support operational alignment to ensure a consistent guest experience

Other Duties As Assigned

WHO YOU ARE:

· You care about guest experience and handle requests with patience and attention

· You build good working relationships and treat people with respect

· You communicate clearly in both writing and conversation

· You stay organized and keep track of details, even when things get busy

· You notice when something is off and take steps to fix it

· You stay steady when plans change and adjust without getting overwhelmed

· You take ownership of your work and follow through

· You work well with others and handle conflict in a calm, respectful way

· You understand how a hotel runs or are willing to learn quickly

· You are comfortable working in systems and keeping information accurate

· You show up on time, stay reliable, and participate in team meetings and training

This role is a great fit for someone who: · Enjoys structured, detail-oriented work and clear processes · Takes pride in accuracy and consistency · Is comfortable managing a high volume of emails, calls, and system tasks · Prefers a stable, operations-focused role over a commission-based sales path · Finds satisfaction in supporting others and making things run smoothly behind the scenes

QUALIFICATIONS

Required:

· 1–3 years of experience in hospitality, reservations, front office, or administrative support

· Experience managing high-volume phone and email communication

· Strong organizational skills and attention to detail

· Proficiency in Microsoft Outlook, Excel, and Word

· High school diploma or GED

Preferred:

· Hotel experience, particularly with group reservations or room blocks

· Experience with systems such as Opera PMS or Delphi

· Experience supporting a sales or events team

· College degree