Group Rooms & Conference Services Manager

Group Rooms Manager or Conference Services Manager

Gansevoort Hotel Group | New York, NY

Position Overview

Gansevoort Hotel Group is seeking an experienced and highly polished Group Rooms Manager or Conference Services Manager to oversee the seamless coordination and servicing of group room blocks and accommodations for our corporate, entertainment, leisure, and group clientele.

This position serves as the primary liaison between the client, Sales team, Reservations, Front Office, Housekeeping, Revenue Management, Finance, and other hotel departments from group turnover through departure.

The Conference Services Manager is responsible for ensuring that every aspect of the group accommodations experience is thoughtfully planned, accurately communicated, and flawlessly executed.

This position is focused exclusively on group accommodations and room blocks. It does not have responsibility for meetings, banquets, catering, conference programming, or event execution.

The Ideal Candidate

The ideal candidate is an organized, proactive, and service-driven hospitality professional who understands that exceptional group service extends far beyond managing reservations.

You are detail-oriented, polished, calm under pressure, and comfortable working with sophisticated clientele, corporate accounts, meeting planners, VIP guests, and high-value groups.

You have a strong understanding of the group rooms lifecycle and enjoy creating order out of complex room blocks, anticipating client and guest needs, and ensuring seamless communication between departments.

You are equally comfortable taking ownership of your assigned groups independently and collaborating across a fast-paced hotel environment.

Key Responsibilities

• Serve as a Gansevoort Hotel Group Brand Ambassador and consistently uphold the hotel's service standards and brand expectations.
• Serve as the primary client and planner contact for all group accommodation requirements from Sales turnover through group departure.
• Review group contracts, room block details, concessions, VIP requirements, billing arrangements, and special accommodations to ensure all contracted elements are accurately reflected in hotel systems.
• Manage the complete lifecycle of assigned group room blocks, including:
• Room block setup
• Rooming lists
• Pickup monitoring
• Cut-off dates
• Attrition considerations
• Reservations
• Modifications
• Cancellations
• Extensions
• Upgrades
• Room moves
• Final reconciliation
• Obtain and manage rooming lists and proactively follow up with clients and planners regarding outstanding information and approaching deadlines.
• Coordinate closely with Reservations to ensure accurate reservation processing and room block maintenance.
• Partner with Front Office to coordinate group arrivals, departures, VIPs, upgrades, special requests, and guest accommodations.
• Maintain accurate group profiles, rooming lists, VIP information, special requests, billing instructions, and other pertinent guest information.
• Monitor group pickup and communicate meaningful updates, risks, and opportunities to Sales and Revenue Management.
• Proactively identify potential room block or inventory issues and recommend solutions that protect both the guest experience and the hotel's revenue objectives.
• Coordinate VIP arrivals, guest preferences, room-related amenities, welcome arrangements, and other special accommodation requests with appropriate hotel departments.
• Prepare comprehensive group resumes outlining room block details, arrival and departure patterns, VIPs, billing arrangements, amenity requests, key contacts, and other operational information required by hotel departments.
• Communicate group arrival information and special requirements through appropriate internal channels to ensure all departments are aligned.
• Coordinate with Housekeeping and Front Office regarding room readiness and accommodation-specific requests.
• Establish and maintain accurate group billing and routing instructions, including master account and individual guest arrangements.
• Work closely with Finance to review group room charges, resolve discrepancies, and ensure timely and accurate final reconciliation.
• Review client room bills for accuracy and assist with applicable cancellation or attrition charges.
• Maintain accurate client information, group activity, notes, and reporting within Delphi and other applicable hotel systems.
• Prepare and maintain group-related reports, correspondence, documentation, and follow-up.
• Conduct post-stay follow-up with clients as appropriate and ensure group room accounts are properly closed.
• Maintain discretion and professionalism when handling VIP guests, high-profile clientele, confidential information, and sensitive arrangements.
• Consistently represent the hotel with a sophisticated, service-oriented, and solutions-focused approach.

Cross-Functional Collaboration

The Conference Services Manager partners closely with:

Sales

Group turnover, contract details, client communication, account relationships, and group requirements.

Reservations

Room block setup, rooming lists, reservation accuracy, modifications, and booking issues.

Front Office

Group arrivals and departures, VIP accommodations, upgrades, special requests, and guest experience.

Housekeeping

Room readiness and accommodation-related requests.

Revenue Management

Pickup trends, inventory considerations, block adjustments, attrition exposure, and revenue opportunities.

Finance

Billing instructions, routing, master accounts, charges, and final reconciliation.

Scope of the Role

Primary Focus:

Group rooms and accommodations.

Includes:

Group room blocks, rooming lists, reservations, VIP accommodations, pre-arrival planning, group guest experience, pickup monitoring, billing coordination, client communication, and final room reconciliation.

Does Not Include:

Event planning or execution, banquet operations, catering, meeting room management, conference programming, food and beverage functions, or onsite event production.

Qualifications

• 2–3+ years of relevant hotel experience in group rooms, conference services, reservations, group housing, group sales servicing, or a related hospitality position.
• Previous experience managing hotel group room blocks and rooming lists strongly preferred.
• Luxury or upper-upscale hotel experience strongly preferred.
• Strong understanding of the group rooms lifecycle, including room block management, pickup, cut-off dates, attrition, rooming lists, reservations, VIP accommodations, and group billing.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple groups, deadlines, and competing priorities simultaneously.
• Excellent written and verbal communication skills.
• Ability to communicate confidently and professionally with corporate clients, meeting planners, VIP guests, and discerning clientele.
• Strong problem-solving skills with the ability to anticipate needs and resolve issues proactively.
• Strong working knowledge of hotel property management and sales systems.
• Experience with OPERA and Delphi strongly preferred.
• Proficiency with Microsoft Word, Excel, Outlook, and related business applications.
• Ability to work collaboratively across departments while maintaining full ownership of assigned groups.
• Professional presence, sound judgment, discretion, and a genuine commitment to elevated hospitality.
• Bachelor's degree in Hospitality Management, Business, or a related field preferred but not required.
• Ability to work a flexible schedule based on business needs, including occasional early mornings, evenings, weekends, and holidays.

Physical Requirements

• Ability to remain in a stationary position for extended periods during the workday.
• Ability to communicate effectively in person, by telephone, and electronically with guests, clients, and coworkers.
• Ability to operate a computer, keyboard, telephone, and other standard office equipment.
• Ability to move throughout the hotel as necessary to coordinate group arrivals, guest accommodations, and operational requirements.

Why Join Gansevoort Hotel Group?

This is an opportunity to take ownership of the group accommodations experience within a dynamic New York City hospitality environment. The Conference Services Manager plays a critical role in transforming contracted room blocks into seamless, personalized stays while developing meaningful relationships with clients and collaborating with teams throughout the hotel.

We are looking for someone who combines precision, hospitality, strong communication, and genuine pride in delivering an exceptional guest experience.