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