Reservations Coordinator

About Coral Tree Hospitality

Our team members are the true soul of our company. We think differently about travel and the ways we engage, delight, awaken, and challenge our guests and team members. We are deeply committed to core values, creating an impactful environment that connects people and places.

This position oversees Group Rooms inventory, ensuring reservation accuracy and block setup per contract. It is integral to Sales, Revenue Management, and Operations.

Essential Functions:

• Work with the Area Director of Revenue Strategy to monitor daily activity of all definite groups.
• Supply information on all groups booked by sales to reservations.
• Review contracts to ensure accurate rates, inventory, and dates.
• Attend group pre‑conference meetings and lead weekly group pickup meetings.

• Audit all group entries to match contracts.
• Enter rooming lists and lead weekly pickup meetings.
• Monitor cut‑off dates, pickups, and provide weekly updates to revenue & sales.
• Track attrition, no‑show/cancellation revenue and produce monthly reports.
• Oversee addendums to contracts.
• Work with group clients to deliver pick‑up reports, rooming lists, etc.
• Manage telephone and email inquiries professionally.
• Analyze seasonal/historical trends to maximize occupancy and rates with the Director of Revenue Strategy.
• Monitor crew rooming lists/reservations as needed.
• Monitor customer satisfaction and resolve issues.
• Respond to reservation requests, explain services, and process changes/cancellations.
• Gather necessary information and confirm reservations.
• Perform group bookings, build blocks, manage inventory, and audit blocks before, during, and after departure.
• Collaborate with client housing teams to produce pick‑up reports and ensure correct charge routing.
• Act as a resource for the hotel and client.
• Participate in weekly meetings with sales, front office, and revenue management.
• Create reports supporting sales & revenue teams.
• Liaise with Sales, Reservations, and Front Office for system synchronization.
• Provide back‑up to front desk and accounting.
• Maintain accurate files and systems.
• Maintain knowledge of room rates, packages, promotions, facilities, and service hours.
• Answer questions about property facilities, services, and accommodations.
• Troubleshoot and document guest issues, escalating as appropriate.
• Monitor and balance room availability as needed.
• Follow all company policies and procedures.
• Perform other duties as assigned.

• At least 3 years of hotel experience.
• At least 1 year of reservations experience.
• Technical proficiency with reservation systems.

• Walk, stand, sit 6–8 hours per day.
• Exposure to basic office supply chemicals.
• Use hands and arms to reach, carry, pull, and lift up to 25 lbs.
• Requires close, distance, and peripheral vision.
• Temperature fluctuations and moderate to high noise levels.

Note
:
This job description is not intended to be an exhaustive list of duties, responsibilities, or qualifications. It is subject to change and the team member may perform other duties requested by a supervisor.