Group Rooms Coordinator

Job Summary

The Group Rooms Coordinator works closely with Sales & Marketing, Accounting, Conference Services and Group Meeting Planners to ensure excellent customer service and the highest level of accuracy in bookings is always provided.

Responsibilities

Qualifications

• High School graduate or G.E.D. equivalent.
• Six months reservations experience in the hospitality industry.
• Knowledge of Outlook MS Word and Excel required.
• Experience with Group Sales computer systems including Delphi and SMS.
• Occasional evening and weekend work to meet deadlines.
• Capable of using multiple systems at the same time.
• Self-starter results-oriented team player and demonstrates a high-level attention to detail.
• Flexibility and adaptability to a dynamic evolving environment.

Job Responsibilities

• Keep updated files on all upcoming groups upon receipt of turnover.
• Ensure accuracy between the Delphi and SMS systems (room blocks rates cutoff dates).
• Detail each Group profile and/or reservation with Group specific information (rate rate code deposits location requests package inclusions contract concessions etc).
• Build rates and inclusive packages specific to each Group (create routing profiles deposit policies cancellation policies etc.).
• Process travel agent commissions.
• Act as liaison between group and central reservations.
• Input group rooming list and facilitate all rooming list changes and billing changes upon receipt from conference service coordinator assigned to the group.
• Manually assign specific accommodations based upon feature and/or location requests.
• Provide reservation and pick up reports upon request.
• Cross reference Group resumes with system information and ensure accuracy.
• Attend all Pre-Planning and/or Pre-Conference Meetings with clients and Conference.
• Services Coordinator (Via phone if not available to attend in person).
• Review no shows from previous night and make corrections as needed.
• Assist accounting in verifying and correcting group guest’s folios.
• Ensure all group functions and audits are completed in an accurate and timely fashion.
• Communicate effectively with Manager, Business Analyst, Sales.
• Manager and Conference Services Coordinator and group meeting planner.
• Performs other duties as assigned by hotel/department leadership.