Sales & Reservations Coordinator

Overview Sales & Reservations Coordinator Reporting to Director of Sales & Marketing Position Summary The Sales & Reservations Coordinator supports the Sales, Revenue, Reservations, and Front Office teams at Galleria Park Hotel, a boutique San Francisco hotel known for its historic charm, personalized service, and elevated guest experience. This role manages reservation lead follow-up, group rooms coordination, VIP pre-arrival support, inventory accuracy, and group billing administration. The ideal candidate is detail-oriented, service-driven, revenue-minded, and comfortable working across hotel systems and departments to support a seamless guest and client experience. Responsibilities Reservations, Revenue & Pre-Arrival Support Respond to daily reservation leads promptly and professionally. Follow up on RezForce calls, reservation inquiries, and prospective guests to convert leads into confirmed bookings. Become proficient in RezForce and support reservation tracking, follow-up, reporting, and conversion opportunities. Review future arrival reports to identify VIPs, repeat guests, special occasions, guest preferences, and upsell opportunities. Support room revenue by identifying upgrade opportunities and communicating potential upsells to the appropriate teams. Help maintain room type inventory balance and support oversell management across hotel systems. Ensure guest preferences, amenity requests, special requests, and arrival notes are accurately entered in the hotel PMS. Coordinate with Front Office, Housekeeping, Food & Beverage, and Sales to ensure VIP and special arrival details are communicated and executed. Group Rooms Management Handle all group rooms turnovers from Sales to Reservations/Operations after contract signing. Manage group rooming lists from contract execution through arrival, ensuring accuracy, timely updates, and clear client communication. Serve as a primary contact for group clients regarding rooming lists, reservation changes, guest names, special requests, and room block updates. Track group pickup, monitor room block changes, and communicate wash adjustments or inventory impact as needed. Manage group cut-off dates, including client follow-up and internal communication regarding deadlines. Review GRC reports and provide group room block status updates during weekly internal meetings. Maintain group room blocks in Delphi and the hotel PMS to ensure system accuracy and alignment. Partner with Sales, Revenue Management, and Front Office to support successful group execution from booking through departure. Group Billing & Deposit Coordination Review group contract terms for deposit schedules, payment deadlines, routing instructions, and room/tax responsibilities. Secure group deposits according to contracted terms and follow up on upcoming, outstanding, or past‑due payments. Coordinate with Accounting, Front Office, and Sales to ensure deposits are received, posted, tracked, and applied to the correct group master account. Confirm payment methods, routing details, tax‑exempt documentation, and master account setup prior to group arrival. Communicate deposit delays, payment discrepancies, billing concerns, or contract‑related issues to the DOSM and DOFO. Support final group billing review by confirming deposits, routing, payment details, and contracted billing terms are aligned. Administrative Support Maintain accurate documentation, traces, reports, and internal communication related to reservations, VIP arrivals, group blocks, deposits, and billing. Communicate professionally with guests, clients, internal departments, and third‑party reservation partners. Assist with special projects and operational follow‑up as needed. Perform additional duties as assigned by the Director of Sales & Marketing and Director of Front Office. Qualifications Prior hotel reservations, front office, sales, or group rooms experience required. Experience with hotel PMS systems required; Delphi and RezForce experience preferred. Strong organizational skills and excellent attention to detail. Ability to manage multiple deadlines, reports, rooming lists, and follow‑up items. Excellent written and verbal communication skills. Strong sense of ownership, urgency, accountability, and follow‑through. Comfortable working with reservation systems, group blocks, billing details, and client communication. Ability to collaborate across Sales, Revenue Management, Front Office, Housekeeping, Accounting, and Operations. Professional demeanor with a guest‑first mindset and polished communication style. Ideal Candidate Profile The ideal candidate is proactive, polished, and highly detail‑oriented. They understand that reservations and group rooms are important revenue and guest experience functions. They take pride in accuracy, timely follow‑up, client communication, and creating a seamless pre‑arrival experience that reflects the service culture of Galleria Park Hotel. #J-18808-Ljbffr