Group Reservations Coordinator

We invite you to join the world of luxury hospitality at Fairmont Southampton as our new Group Reservations Coordinator. The Group Reservations Coordinator reports to the Reservations & Revenue Manager and plays a key role within the Reservations & Revenue Team, coordinating group room reservations from confirmation through arrival. This role works closely with Group Conveners, Sales, Conference Services, Revenue Management, and Group Accounts to ensure the reservations component of each group is seamlessly coordinated and delivered to the highest standards.

• Act as a primary Reservations contact for Group Conveners, providing professional, responsive, and personalized service.
• Coordinate group reservations, changes, cancellations, special requests, and guest information accurately and efficiently.
• Maintain group room blocks, rates, room types, and reservation details in Opera Property Manager and Group Max.
• Respond promptly to group inquiries and proactively address reservation challenges.

• Monitor group pickup, booking pace, wash, attrition, cutoff dates, and room block activity.
• Track upcoming cutoff dates and proactively communicate reminders and outstanding requirements to Group Conveners, Sales, and Conference Services.
• Monitor group pickup against contracted room blocks and identify groups at risk of attrition or significant wash.
• Communicate potential attrition concerns to Reservations & Revenue Management, Sales, and Conference Services.
• Process and maintain group rooming lists, ensuring all reservation details and special requests are captured accurately.
• Balance room inventory between categories and bed types as required and elevate inventory concerns to Reservations & Revenue Management

• Work closely with Sales, Conference Services, Revenue Management, Group Accountants, and Front Office to ensure the reservations component of each group is seamlessly coordinated.
• Review group contracts and Convention Group Resumes to ensure Reservations information is complete and up to date.
• Coordinate billing instructions and other group requirements with Conference Services and Group Accountants.
• Attend Pre-Convention Meetings and departmental meetings as required.
• Communicate VIPs, special requests, and group arrival requirements to the appropriate departments.

• Ensure group reservations, booking platforms, and related information are maintained accurately and within required deadlines.
• Protect guest and client confidentiality and uphold Fairmont brand and LQA standards.
• Contribute to a positive, collaborative Reservations Team environment and support colleagues during high-volume periods.

• Perform other duties and responsibilities as assigned by management to support the overall operations of the Reservations & Revenue Department and ensure an exceptional guest and group experience.
• Flexibility to work varying schedules, including weekends and public holidays, as required by the operation.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Minimum 2+ years of experience in Reservations, Front Office, Sales, Group Reservations, or a related hospitality role.
• Previous group reservations or luxury hotel experience is an asset.

• Hospitality, Tourism, Business, or related education preferred.

• Exceptional organizational, administrative, and time-management skills.
• Excellent communication, customer service, and interpersonal skills.
• Strong numerical and analytical abilities with excellent attention to detail.
• Ability to multitask, prioritize, and remain composed in a fast-paced environment.
• Proficient in Microsoft Office, particularly Excel, Word, and Outlook.
• Knowledge of Opera Property Manager and Group Max is preferred.
• Professional, team-oriented, and adaptable approach to work.
• Proficient in reading, writing, and speaking English.

Join a dynamic team and be part of a network of 90 spectacular properties, and 34 more in the pipeline, in 30 countries around the globe. Our properties are located from the beaches of Hawaii to the unspoiled national parks of Canada, to the heart of…