Room Block & Reservations Coordinator

Room Block & Reservations Coordinator

Wildbirch Hotel is seeking a highly organized, detail-driven Room Block & Reservations Coordinator to manage inventory accuracy, airline crew allocations, tour group blocks, and high-volume reservation logistics.

This role is mission-critical in an Alaska market where airline disruptions, seasonal tour influx, cruise extensions, and weather variability demand precision, flexibility, and proactive communication.

The ideal candidate brings a minimum of three (3) years of experience handling airline contracts, crew blocks, and tour group rooming lists in a full-service or lifestyle hotel environment. This individual must demonstrate strong technical ability, financial awareness, and the ability to think several days ahead operationally.

Core Responsibilities

• Create, manage, and audit airline and tour group room blocks
• Monitor pickup pace daily and adjust allocations as needed
• Ensure block integrity within the PMS (Hyatt system preferred)
• Anticipate overbooking risks and communicate early
• Balance inventory between transient, group, and crew allocations
• Coordinate with Revenue Management on sell strategy

• Maintain and manage crew contracts and allocation grids
• Monitor daily crew manifests and irregular operations (IRROPs)
• Serve as liaison between airline representatives and hotel operations
• Adjust blocks quickly during flight cancellations or weather events
• Ensure crew billing accuracy and folio routing compliance
• Maintain confidentiality and professionalism with flight crews

• Enter and audit group rooming lists
• Confirm special requests and amenities
• Manage cut-off dates and attrition compliance
• Work with Sales to ensure block accuracy and proper rate loading
• Coordinate billing, tax exemptions, and master accounts

• Review daily arrival reports and upcoming 714 day forecasts
• Identify compression dates and communicate risk
• Support overbooking strategy under Revenue guidance
• Maintain strong awareness of occupancy trends and demand shifts

• Maintain accurate folio routing and billing setup
• Reconcile group master accounts with Accounting
• Audit advance deposits and group prepayments
• Monitor rate code accuracy and contract compliance
• Track and report block pickup performance
• Assist with monthly group and airline production reporting

Intermediate Excel skills required, including:

• Pivot tables
• Basic formulas
• Block tracking spreadsheets
• Revenue pickup analysis

Understanding of:

• City ledger processes
• Direct billing
• Tax exemption compliance
• Rate loading audits

Operational Coordination

• Partner closely with:
  • Front Desk
  • Housekeeping
  • Security
  • Sales
  • Revenue Management
  • Accounting
• Ensure room assignments align with:
  • VIP status
  • Crew requirements
  • Accessibility needs
  • Group adjacency requests
• Proactively flag room maintenance or OOO inventory impacting blocks

Decision-Making & Problem Solving

• Ability to manage last-minute crew additions or cancellations
• Calm under pressure during irregular airline operations
• Quick assessment of inventory risk
• Escalate issues appropriately to MOD, Revenue, or Executive Team
• Maintain composure in high-volume seasonal environments

Professional Expectations

• Minimum 3 years hotel reservations or group block experience
• Proven experience with airline crew and tour group volume
• PMS proficiency (Hyatt experience strongly preferred)
• Strong written and verbal communication skills
• Professional presence with internal and external stakeholders
• Ability to handle sensitive or high-profile guests with discretion
• Highly organized and process-driven
• Ability to multitask in a dynamic Alaska environment

Key Competencies

• Inventory management precision
• Financial awareness
• Forecast interpretation
• Contract comprehension
• Attention to detail
• Strong follow-up discipline
• Deadline-driven mindset
• Data integrity focus

Alaska-Specific Considerations

• Flexibility during weather-related operational shifts
• Understanding of cruise season and peak tourism cycles
• Ability to adjust quickly during seasonal compression
• Awareness of extended daylight and seasonal staffing patterns

Schedule & Work Environment

• Full-time, on-site role
• May require occasional weekend support during peak periods
• High interaction with airline representatives and tour operators
• Fast-paced environment during summer tourism season

Why Wildbirch

Wildbirch Hotel JDV by Hyatt is a lifestyle-driven, design-forward property in downtown Anchorage. We operate in a market where precision and personality coexist. This role supports a growing hotel platform that values structure, accountability, and guest-centric excellence.