Description
The Group Rooms Coordinator (GRC) is responsible for overseeing all aspects of group room reservations from contract turnover through group departure and billing reconciliation with professionalism, warmth, and precision. This role serves as the primary liaison between group clients, Sales & Catering, Reservations, Front Desk, and Revenue Management to ensure accurate execution of contracted room blocks and group expectations. The GRC plays a critical role in maximizing revenue, managing inventory, and delivering a seamless group guest experience.
Key Responsibilities:
- Serve as a primary contact for group rooming lists, group reservation related inquiries, and planner support.
- Communicate pertinent group details clearly to internal teams to support smooth execution and guest experience
- Build and manage group room blocks, booking links, group codes, and rooming lists
- Monitor pickup, attrition, and cut-off dates sharing updates and concerns with Sales and leadership
- Support billing, VIP requests, upgrades, and reservation changes
- Maintain accurate reporting and data across key systems (SynXis, HMS)
- Update and maintain accurate group history for future reference and reporting
- Ensure reservation details align with contracted terms, policies, and property service standards
- Manage and respond to client communications via phone and email timely and professionally
Requirements
- Must reside in and work from WA, SC, NV, TX, CO, LA, VI, FL, ID, MT, ID WY or UT
- Minimum Age: At least 18 years
- High school diploma or equivalent
- 1 year experience providing exceptional guest service in luxury hotel and resort setting Preferred
- Excellent computer proficiency, including quickly and efficiently navigating and toggling between multiple screens, talking and typing simultaneously, and troubleshooting basic computer issues
- Experience working in multiple systems required specifically Windows, Word, Excel and Outlook
- Strong communication and active listening skills, including speaking, reading, and writing fluently in English to establish and maintain relationships with guests
- Clear, professional verbal and written communication skills required
- Excellent and unwavering guest service skills with a warm, professional demeanor
- Excellent interpersonal and critical thinking skills
- Ability to work under pressure and maintain excellent accuracy and attention to detail in data entry and guest interactions
- Strong organizational skills with the ability to manage multiple tasks and priorities efficiently in a fast-paced environment
- Flexible schedule for client focus
- Service minded team player also possessing self-motivation and drive to work independently and efficiently in a remote environment
- Must have dedicated, secure work area with excellent internet