Group Rooms Coordinator chez None

The Group Rooms Coordinator is a vital role responsible for the efficient and accurate management of guest room blocks for group bookings across our portfolio of hotels. This position acts as a central point of contact for group organizers, hotel sales teams, and property operations to ensure seamless reservation processes, accurate inventory management, and exceptional guest experiences. The Coordinator plays a key role in maximizing group revenue and ensuring smooth communication between all stakeholders.

Essential Functions:

• Group Block Management:
  • Accurately input and manage group room blocks in the hotel's Property Management System (PMS) and other relevant systems.
  • Process group reservation requests, modifications, and cancellations efficiently and accurately.
  • Monitor group pick-up and attrition dates, proactively communicating with group organizers and sales teams regarding room block performance.
  • Manage and release unused rooms according to contract terms and hotel policies.
  • Ensure accurate inventory availability for both group and transient business.
• Communication and Coordination:
  • Serve as the primary point of contact for group organizers regarding rooming lists, reservation inquiries, and room block-related logistics.
  • Liaise effectively with hotel sales teams to understand group needs and ensure accurate block setup.
  • Collaborate with hotel front office and reservations teams to ensure smooth check-in and check-out processes for group guests.
  • Communicate relevant group information (e.g., special requests, VIPs) to the appropriate hotel departments.
  • Maintain clear and organized communication records.
• Reporting and Analysis:
  • Generate and distribute regular reports on group room block performance, pick-up pace, and potential risks or opportunities.
  • Assist in analyzing group booking trends and providing insights to the sales and revenue management teams.
  • Identify and escalate potential issues related to group room blocks to the appropriate stakeholders.
• Rooming List Management:
  • Receive, process, and accurately input rooming lists from group organizers.
  • Ensure rooming lists comply with hotel policies and group contracts.
  • Communicate any discrepancies or issues with rooming lists to the group organizer.
• Contract Adherence:
  • Understand and adhere to the terms and conditions outlined in group contracts related to room blocks.
  • Ensure accurate application of contracted rates and amenities.
• System Proficiency:
  • Maintain a high level of proficiency in the hotel's PMS and other relevant software systems (e.g., sales and catering systems, Microsoft Office Suite).
  • Stay updated on system enhancements and best practices.

Other Tasks:

• Assist with the preparation of group proposals and contracts as needed.
• Support the sales team with administrative tasks related to group bookings.
• Participate in training sessions to enhance job knowledge and skills.
• Contribute to a positive and collaborative team environment.
• Perform other duties as assigned by management.

Core Competencies:

• Organization and Time Management: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment. Strong attention to detail and meticulous record-keeping skills are essential.   
• Communication (Written and Verbal): Excellent interpersonal and communication skills to interact effectively with group organizers, hotel staff, and internal teams. Ability to convey information clearly and professionally.
• Problem-Solving: Ability to identify and analyze issues related to group room blocks and proactively develop solutions.
• Customer Focus: Commitment to providing exceptional service and support to group organizers and ensuring a positive experience for group guests.
• Teamwork and Collaboration: Ability to work effectively as part of a team and collaborate with various departments to achieve common goals.
• Attention to Detail and Accuracy: Ability to process information and data with a high degree of accuracy to avoid errors and ensure smooth operations.
• Technical Proficiency: Strong computer skills and the ability to quickly learn and utilize hotel PMS and other relevant software systems.
• Adaptability and Flexibility: Ability to adapt to changing priorities and handle unexpected situations effectively.
• Professionalism and Integrity: Maintain a professional demeanor and adhere to ethical standards in all interactions.

Qualifications:

• High School Diploma or equivalent required; Associate's or Bachelor's degree in Hospitality or a related field preferred.] 
• Experience which created proficiency in a hotel reservations, front office, or sales support role, with exposure to group bookings preferred.
• Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with hotel Property Management Systems (PMS) is highly desirable. (e.g., Opera, Lightspeed, etc.)
• Excellent English language skills, both written and verbal.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing and walking.
• Ability to communicate clearly via phone and email.