Group Rooms Coordinator

Description

At McGuire Moorman Lambert Hospitality (MML), we create unforgettable experiences where exceptional food, service, and design come together seamlessly. Led by Larry McGuire, Tom Moorman, and Liz Lambert, MML owns and operates each of its properties, thoughtfully selecting projects that align with our vision and values.

Located in a landmark 1861 building in the Lower Garden District of New Orleans, Hotel Saint Vincent is a 75-room hotel that honors the property’s storied history while delivering exceptional hospitality through thoughtful design, genuine service, and memorable guest experiences.

The Group Rooms Coordinator supports the Sales and Events teams by managing all group room blocks from definite contract status through departure. There is also a component of assisting with corporate negotiated and high-level relationship reservations in a limited capacity. This role is the go-to contact for planners and corporate contacts ensuring every booking is accurate, timely, and delivered with the warm, personal service that Hotel Saint Vincent is known for.

• Build and maintain group room blocks in the property management system based on signed contracts, so inventory, rates, and dates are accurate.
• Track and enforce cut-off dates. Remind planners ahead of deadlines and release unused inventory back to general sale on schedule.
• Process changes to definite room blocks, including adds, reductions, date shifts, and extensions, in coordination with Sales and Revenue Management.
• Request, review, and enter rooming lists. Resolve discrepancies with planners before arrival.
• Monitor pickup against contracted blocks, calculate attrition, and work with Sales and Accounting to apply attrition terms and process billing.
• Set up group billing instructions and routing, and confirm master account details with the Finance team.

• Process direct reservations, modifications, and cancellations for corporate account contacts, applying negotiated rates and account terms.
• Handle one-off requests from corporate clients, such as early arrivals, late departures, room preferences, and VIP amenities.
• Maintain accurate account profiles and booking histories to support account management and production reporting.

• Serve as the main point of contact for group rooms requests from planners, and corporate clients, responding quickly and professionally.
• Coordinate special requests, including room assignments, accessibility needs, amenities, and celebrations, with Front Office, Housekeeping, and Food & Beverage.
• Build lasting relationships with planners and key clients to support repeat business.

• Share group details, VIP lists, arrival and departure information with hotel departments ahead of each group’s stay.
• Attend group resume and pre-convention meetings as needed. Help keep group information consistent across Sales, Events, and Operations.
• Prepare pickup, cut-off, and attrition reports for the Sales and Revenue teams.
• Perform other duties as assigned.

• At least 2 years of hands‑on experience with hotel reservation and sales systems, including CRS or sales and catering platforms (such as Tripleseat) and property management systems (such as Opera or Stayntouch).
• Experience in a luxury or boutique hotel is preferred.
• Working knowledge of group contracts, including room blocks, cut‑off dates, rooming lists, and attrition clauses.
• Strong attention to detail and organization, with the ability to manage several groups and deadlines at once.
• Excellent written and verbal communication skills, with a polished, hospitable approach to clients and guests.
• Proficiency in Microsoft…