Coordinator Groups Room

Why us?

# Here We Grow Again!

We’re excited to welcome a Group Rooms Coordinator to our team at the UNC Charlotte Marriott
!

At Sage Hotels, our vision is to make the ordinary extraordinary! And when it comes to group stays, you’ll help make sure every guest, planner, and associate feels like the VIP of the room block.

Your Mission:
Make Group Stays Great

You’ll be the go-to person who keeps the details organized and the guest experience running smoothly. From sports teams and wedding parties to business meetings and special events, you’ll help turn room lists into *“Wow, that was easy!”*

• Coordinate group room blocks, rooming lists, reservations, and special requests.

• Communicate with meeting planners, guests, and hotel teams to keep everyone in the loop.

• Review reservations for accuracy and help resolve booking questions or changes.

• Track room block pickup, cutoff dates, and other important group details.

• Work closely with Sales, Front Desk, and other departments to create a seamless stay.

• Keep records and reports organized—because the magic is in the details!

• Bring a helpful, can-do attitude to every interaction.

• Love staying organized while juggling a few moving pieces.

• Communicate clearly, warmly, and professionally.

• Enjoy helping people and finding solutions.

• Are comfortable with computers and eager to learn hotel systems.

• Bring a team-first attitude and a sense of humor when the unexpected happens.

• Have hotel, reservations, or customer-service experience (a plus, but not required).

If you’re ready to help groups feel right at home—and make the ordinary extraordinary,we’d love to meet you!

To support Sage’s Vision of being recognized by our customers as the best in our business through ensuring a culture that “makes the ordinary extraordinary!” You should champion this culture in every touch point of our business from our associates, guests, owners and communities. The service and courtesy you extend and promote on a daily basis will ensure a healthy and productive culture of serving others with excellence

• Handle multiple property reservation calls, faxes, and emails when necessary to provide optimal customer service while speaking in the appropriate brand voice.

• Maintain accuracy of group blocks including cutoff date, room pick up, room type, suite blocks, rates etc.

• Ensure accurate billing set-up for prompt and accurate processing.

• Identify, block and process staff and VIP and comp room reservations with each group.

• Ensure appropriate inventory and information is available for individual call-in groups via all designated booking channels.

• Set up and maintain master file for each group with pertinent information, including but not limited to approved changes applied to the group and documented conversations with clients, convention service managers and sales manager.

• Monitor group pick up, cut-off dates, rate and room type availability to maximize hotel revenues and client/guest satisfaction.

• Audit all assigned group blocks, room rates and concessions against PMS per contract once group has turned definite.

• Ensure that blocks entered are consistent with pattern for group and that room type blocks flow for duration of the block. Update as necessary as group rooms pick-up and/or cut-off date has been reached. Seek approval for additional rooms beyond contracted block as needed.

• Create Star Groups websites and links as necessary. Communicate details with Convention Services and meeting contact.

• Facilitate rooming list entry through method chosen by meeting planner. Ensure all appropriate information is available for individual call in groups.

• Review rooming lists for accuracy of information, format and billing requirements. Identify,…