Group Rooms Coordinator

The Group Rooms Coordinator is responsible for managing all aspects of group room blocks, including inventory, reservations, and rooming lists, ensuring a seamless guest experience for group travelers. This role serves as a key liaison between Sales, Reservations, Front Office, and clients to coordinate accommodations for meetings, conventions, weddings, and other group events.

Key Responsibilities

· Coordinate group room blocks from contract through departure.

· Input and maintain group blocks in the property management system (PMS).

· Manage rooming lists, reservations, and changes, ensuring accuracy and attention to detail.

· Communicate with clients regarding rooming list deadlines, special requests, and group needs.

· Monitor group pickup and adjust blocks as needed to optimize occupancy.

· Work closely with Sales, Events, and Front Office teams to ensure group expectations are met.

· Prepare pre-arrival documents and ensure special billing or amenities are correctly set up.

· Ensure cut-off dates and attrition clauses are monitored and enforced per contract.

· Provide excellent customer service in all communications with clients and internal departments.

· Assist with reports, including group pickup reports, forecasting, and inventory control.

· Maintain complete knowledge of hotel services, features, and amenities to assist guests and groups effectively.

Qualifications

· High school diploma or equivalent required; Associate or Bachelor’s degree in Hospitality, Business, or related field preferred.

· 1–2 years of experience in hotel reservations, front office, or sales support preferred.

· Proficiency with property management systems.

· Strong organizational and administrative skills.

· Excellent verbal and written communication.

· Ability to manage multiple priorities and deadlines.

· Customer-service oriented with a professional demeanor.

· Attention to detail and problem-solving ability.