Group Rooms Coordinator

Group Rooms Coordinator

The Group Rooms Coordinator is the on‑property expert responsible for ensuring every group booking is accurately built, maintained, and communicated from contract to departure. This role owns the integrity of group blocks, rooming lists, pickup management, and rate accuracy while serving as the primary liaison between Sales, Conference Services, Revenue Management, Operations, and clients.

• Process all group turnovers – create new group file, send introduction letter, create rate code, verify cut‑off date, send reminders, verify room block and rate information, hard block suites/special requests, and clean rate codes.
• Maintain the Group Reservations email inbox and communicate group activity, pickup, attrition, and contractual guidelines to Group Contacts, Conference Service Managers (CSM), and Sales.
• Build web‑link blocks, monitor availability and cut‑off dates, and review and action all Group Resumes.
• Input, update, and monitor all group rooming lists; run daily reports (Daily Transaction Report, Booking Recaps, Cut‑Off Report, Group No‑Shows) and process rooming lists within 48hours.
• Set up billing and routing; provide accounting with contact details, block details, pickup, and attrition information.
• Communicate with Revenue Management and maintain Golden Sales & Catering system for weekly pickups of current and upcoming events.
• Manage block inventory, cut‑off dates, and prepare weekly pickup reports.
• Respond promptly to client emails, ensure accurate rate info, deposits, and cancellation policies for confirmations, and alert CSM to VIPs, billing details, and manifests.
• Serve as main Passkey Integration contact; daily check for updates, update block notes for new definite groups, prioritize urgent client/CSM/Sales emails, and send rooming lists to clients.
• Run cut‑off report for groups cutting off within three days; notify CSM and communicate attrition once the rooming list is received.
• Work with CORE team on group communication; support CORE duties involving phone volume and chat when necessary.
• Prepare for pickup meetings: pull pickup report for city‑wide events arriving in the next 90 days, flag issues, attend and lead the meeting, and communicate pickup & attrition to CSM.
• Conduct monthly, ongoing group & resume reviews, including amenity traces, billing, blocking, ETA/ETD, and special requests, and communicate findings to departments.
• Review contracts upon contracting: assess cancellation policies, no‑walk clauses, unusual items, reservation methods; transfer contract details into Opera block info, attach deposits/cancellations, and verify Opera block matches contract terms.

• Strong technical and computer skills with proficiency in Property Management Systems, preferably Opera.
• Exceptional communication skills and command of the English language.
• Strong customer service, multi‑tasking, and organizational abilities.
• Responsive to constructive feedback from hotel leadership.
• Knowledge of Delphi Golden Sales & Catering preferred.
• Knowledge of Passkey preferred.
• Valid work authorization for the U.S.

• Hourly wage: $26.79 – $28.29 per hour.
• Medical, Dental, Vision, and Retirement Plan (401(k) with employer matching).
• Paid Time Off and Holiday Pay.
• Extensive learning and development programs.
• Inclusive and diverse employee engagement & recognition events.
• Exclusive discount and travel programs with Four Seasons.
• Complimentary dry cleaning for employee uniforms and employee meals.
• Employee culture that encourages authenticity and professional growth.

• Full‑time position, Monday – Friday.
• Full-time hours with the expectation of flexibility to accommodate group events.

Four Seasons is an Equal Opportunity, affirmative action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply.