Reservations - Group Coordinator

Overview

Job Title: Group Rooms Coordinator
Department: Reservations
Reports To: Reservations Manager

The Group Rooms Coordinator is responsible for the accurate management, coordination, and execution of group room blocks from contract through arrival. This role acts as the primary liaison between Sales, Reservations, Revenue Management, and Front Office to ensure group rooming lists, billing, and block details are handled with precision and excellent service.

This position plays a key role in maximizing room revenue, maintaining guest satisfaction, and supporting the overall success of group business.

• Create, manage, and maintain group room blocks in the PMS and sales system
• Process rooming lists, changes, cut-off dates, and special room requests
• Coordinate closely with Group Sales Managers on all contracted group room details
• Monitor pickup, attrition, and cutoff dates; communicate variances to Sales and Revenue
• Ensure group billing instructions, routing, and payment methods are accurate
• Work with Front Office and Reservations to ensure smooth arrivals and departures
• Handle pre-arrival communication with group contacts as needed
• Provide group reports including pickup, forecast, and rooming status
• Resolve guest and group issues related to rooming, billing, and block discrepancies
• Ensure all group files are accurate, organized, and audit-ready

• 1–3 years of hotel reservations, sales coordination, or front office experience preferred
• Experience working with group room blocks strongly preferred
• Familiarity with PMS systems (Opera, StayNTouch, or similar)
• Strong attention to detail and organizational skills
• Excellent communication and customer service skills
• Ability to manage multiple deadlines in a fast-paced environment
• Proficient in Microsoft Office (Excel, Outlook, Word)

• Ability to sit, stand, and work at a computer for extended periods
• Occasional lifting up to 25 lbs

The Group Rooms Coordinator ensures every group arrival runs smoothly, protecting revenue, strengthening relationships, and delivering a polished guest experience. This role is essential to maintaining operational excellence and guest satisfaction for high-value group business.