Group Rooms Coordinator

Opportunity:Group Rooms Coordinator

Serve as liaison between the client, operational departments, and hotel partners. Provide a seamless client experience from signature of contract through close of program at designated HHM Hotels.

Potential Career Path

Sales Coordinator - Sales Manager – Director of Sales

Essential Job Functions

• Manage and oversee group planning, on-site co-ordination, and follow-up for all group programs at assigned hotels.
• Monitors and coordinates group reservations activity with the Sales Department and Revenue Manager.
• Set up VIP, staff or comp rooms for all groups.
• Open and close opaque.
• Verify and approve all travel agent commissions and process payments.
• Coordinate group blocks for the hotel.
• Control the inventory in the group blocks, i.e., release rooms no longer needed, or washed through attrition.
• Coordinate group rooms for all segments, e.g., corporate, citywide and SMERF. Load the group blocks in the reservation system by individual room/guests, with designated rates and other requested information.
• Maintain regular communication with group leader for required items, e.g., rooming lists, deposits, etc.
• Once received, generate rooming list for clients, front desk and other required departments.
• Communicate special requests from group leader to appropriate department.
• Sit in on weekly hotel revenue calls to update the revenue team on blocks, pick-up, reservation due dates and extensions.
• Compilation of weekly STAR data, and will assist with projects, such as audits, content updates etc.
• Enter group rooming list in PMS systems including group billing instructions, notes/comments, and special requests.
• Act as the main point of contact during the planning process with the client.
• Conducts follow up site inspections with clients as needed that pertain to detailing of the group program.
• Ensures deposits and/or credit applications are received with adequate information and within acceptable time frame.
• Responsible for compilation of all cancellation charges of groups.
• Resolves conflicts quickly and efficiently and provides alternative arrangements as needed.
• Manage commission group reports to provide hotel operation teams on monthly basis.
• Participate in designated training programs.
• Speak knowledgably to clients about hotel, services and amenities.
• Sustains a rapport with customers to encourage repeat business.
• Support day to day activities of their Sales Departments and provides immediate support to the Team.

Position Requirements:

• Previous hotel experience is desirable.
• Group reservations, front desk, or Sales Admin experience.
• Ability to learn and apply Sales/Reservation software such as CI/TY, PMS, MARSHA and Light speed.
• Have excellent written and verbal communication skills.
• Ability to plan, prioritize and multi-task in a fast pace, high volume environment.
• Ability to maintain composure under pressure.
• Highly responsible and reliable.
• Ability to work cohesively with fellow colleagues as part of a team.
• Ability to define problems and collect data, establish facts, and present to manager.
• High School Diploma or equivalent, proficient English skills required.

Work Environment and Context

• Work schedule varies and may include occasionally working on holidays, weekends.
• Required to sit for extended periods, lift up to 10 pounds, bend, reach, use hands and fingers to operate keyboard

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