GROUP ROOMS COORDINATOR

ESSENTIAL DUTIES

• Answer phones promptly and courteously
• Enter, close, and upsell reservations accurately using hotel rates, packages, and selling strategies
• Maintain effective working relationships with Convention Services, Sales, and Front Office
• Manage group room blocks in the Property Management System (PMS) and related systems; audit for accuracy and maintain inventories
• Create and maintain complete group files, including contracts, rooming lists, pickup reports, billing instructions, and amendments
• Prepare and distribute group pickup reports; monitor cut-off dates and communicate changes to Sales and Events
• Set up and maintain accurate billing, deposits, rebates, and commissions; coordinate with Accounting to resolve discrepancies
• Review group no-shows and process charges or reversals as needed
• Communicate group details and updates with Front Office to ensure proper room blocking and guest arrival preparation
• Absorb overflow situations and pre-convention planning
• Attend group pickup, resume, and pre-convention meetings as required
• Maintain awareness of hotel availability, room types, rates, and policies

QUALIFICATIONS/SKILLS

• Excellent communications skills in terms of the ability to negotiate, convince sales, and influence potential hotel guests
• Ability to operate computer reservation systems (PEP) preferred

EDUCATION AND/OR EXPERIENCE

• Candidate must be a high school graduate or equivalent

REASONING ABILITY

• Must have the ability to reason and make reasonable decisions when needed internally and with other departments in a professional manner