Group Rooms Coordinator

Job Title

Job Description

Essential Duties

Answer phones promptly and courteously; enter, close, and upsell reservations accurately using hotel rates, packages, and selling strategies.

Maintain effective working relationships with Convention Services, Sales, and Front Office; remain knowledgeable of credit policies, room types, blocking, and cancellations.

Manage group room blocks in the Property Management System (PMS) and related systems; audit for accuracy and maintain inventories.

Create and maintain complete group files, including contracts, rooming lists, pickup reports, billing instructions, and amendments.

Enter and update group rooming lists, VIPs, suites, upgrades, comps, and special requests prior to cut-off dates.

Prepare and distribute group pickup reports; monitor cut-off dates and communicate changes to Sales and Events.

Set up and maintain accurate billing, deposits, rebates, and commissions; coordinate with Accounting to resolve discrepancies.

Review group no-shows and process charges or reversals as needed.

Communicate group details and updates with Front Office to ensure proper room blocking and guest arrival preparation.

Assist Convention Services and Sales with overflow situations and pre-convention planning.

Attend group pickup, resume, and pre-convention meetings as required.

Maintain awareness of hotel availability, room types, rates, and policies.

Qualifications/Skills

Must have excellent communications skills in terms of the ability to negotiate, convince sales, and influence potential hotel guests

Ability to operate computer reservation systems (PEP) preferred

Must be flexible enough to work any shifts including evenings, weekends and holidays

Education and/or Experience

Candidate must be a high school graduate or equivalent

Language Skills

Must speak the English language fluently and other language skills (optional).

Reasoning Ability

Must have the ability to reason and make reasonable decisions when needed internally and with other departments in a professional manner.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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