Group Coordinator, Reservations

Group Coordinator Summary

The Group Coordinator handles all reservation aspects of a group, including meetings with meeting planners and Catering/Conference Services managers, monitoring room blocks, maintaining rooming lists, and managing reporting for pick‑ups, VIPs, and upgraded accommodations. The role also encompasses client correspondence related to reservations and performs additional group reservation functions as required.

• Assist in processing all incoming reservations received via rooming lists, mailed or in‑house correspondence, Hotel Reservation Form, or facsimiles.
• Identify, block, and process staff and VIP lists with each group, as directed by the Reservations Manager.
• Review rooming lists for accuracy in format and billing and ensure prompt processing.
• Process all room and dining reservations received via telephone, rooming lists, e‑mail, mailed correspondence, Open Table, or facsimile.
• Consistently meet Department Standards and accurately complete all reservation details.
• Send confirmation and literature requests or reply via e‑mail, facsimile, or other administrative messages when requested.
• Answer all reservation inquiries and communications, adhering to Department Standards and using the guest’s name when provided.
• Assist guests and Associates with voice mail and messages, and be well‑informed to accurately answer guests’ questions about the resort.
• Follow wake‑up call procedures to ensure every request is completed on time.
• Follow established emergency procedures when handling calls of an emergency nature, including natural disasters.
• Attend pre‑convention meetings as required, arriving promptly and prepared.
• Develop good working relations with meeting planners to ensure their requests and needs are met in a timely manner.
• Communicate and work closely with Catering/Conference Services and Sales Managers throughout the group’s program to ensure success.
• Maintain open communication channels between the Reservations and Communications team and the Catering/Conference Services team, passing along pertinent information in a timely manner.
• Keep the Res Comm team well‑informed and ensure they have the most up‑to‑date information on Call‑In Groups and Wedding Blocks at all times.
• Handle administrative duties as assigned.

• High school or equivalent education required.
• Previous Reservations or Group Coordinator experience required.
• Employees may be required to work varying schedules to reflect the cyclical nature of the hospitality industry.
• Attendance at all scheduled/mandatory training sessions and meetings is required.

• Luxury hotel experience strongly preferred.
• Bachelor’s Degree.
• Delphi experience.

Most tasks are performed indoors under moderate environmental conditions. Tasks may involve sitting at a desk for up to 8 hours per day, walking or standing occasionally, and lifting up to 15 lbs on a regular basis. The role requires manual dexterity, writing, repetitive motions, bending, climbing, listening, hearing, and visual acuity. Extensive time spent viewing a computer screen is required, and the role demands continuous speaking and hearing capabilities.

In the United States we are proud to be an EEO employer (M/F/D/V). We maintain a drug‑free workplace and perform pre‑employment substance abuse testing.