Group Reservations Coordinator

About the role

The Joseph is an expression of modern luxury rooted in art, culture, and the warmth of true hospitality. Situated in the heart of Nashville, it offers a refined escape where thoughtful design, world-class culinary experiences, and meaningful service come together effortlessly. The Joseph invites guests into a world that feels both elevated and deeply personal. From curated art collections and immersive dining to serene guestrooms and intimate gathering spaces, every detail is designed to create an experience of Nashville at its most refined.

The Group Reservations Coordinator plays an essential role in creating a seamless experience for groups staying at The Joseph. This position manages the reservation process for group room blocks from contract signing through guest arrival, ensuring every detail is accurately captured, communicated, and executed. Working closely with Sales, Catering & Events, Revenue Management, Front Office, and Accounting, the Group Reservations Coordinator ensures group accommodations are thoughtfully coordinated while delivering the elevated, personalized service expected of a luxury hotel and a Forbes-rated property.

Responsibilities

• Build and maintain group room blocks in Lightspeed according to signed contracts, including room types, rates, inventory, and cutoff dates.
• Review group contracts, resumes, and supporting documentation to ensure accurate setup of room blocks, billing instructions, and special arrangements.
• Manage rooming lists, individual call-in reservations, modifications, cancellations, and other group reservation changes.
• Monitor group pickup and attrition against contracted room blocks and communicate trends or concerns to Sales and Revenue Management.
• Partner with Sales and Catering & Events to confirm group specifications, VIP arrivals, amenities, preferences, and special requests.
• Coordinate group deposits, advance payments, routing, and billing setup with Accounting and Front Office.
• Communicate proactively and professionally with group contacts regarding rooming lists, cutoff dates, reservation procedures, and important deadlines.
• Prepare and distribute group resumes, VIP lists, pre-arrival reports, and other pertinent group information to hotel departments.
• Partner with Front Office to ensure seamless group arrivals and departures, including room assignments and pre-keying when applicable.
• Release unpicked group inventory according to established cutoff dates in partnership with Revenue Management.
• Maintain organized and accurate group files, contracts, correspondence, rooming lists, and reservation documentation.