Room Block & Reservations Coordinator

Core Responsibilities

• Create, manage, and audit airline and tour group room blocks
• Maintain and manage crew contracts and allocation grids
• Monitor daily crew manifests and irregular operations (IRROPs)
• Coordinate with Revenue Management on sell strategy
• Enter and audit group rooming lists
• Confirm special requests and amenities
• Manage cut-off dates and attrition compliance
• Work with Sales to ensure block accuracy and proper rate loading
• Cover billing, tax exemptions, and master accounts

Administrative & Financial Responsibilities

• Maintain accurate folio routing and billing setup
• Reconcile group master accounts with Accounting
• Audit advance deposits and group prepayments
• Monitor rate code accuracy and contract compliance
• Track and report block pickup performance
• Auxiliary monthly group and airline production reporting

Key Competencies

• Intermediate Excel skills, including: Pivot tables, Basic formulas, Block tracking spreadsheets, Revenue pickup analysis
• Understanding of: City ledger processes, Direct billing, Tax exemption compliance, Rate loading audits

Operational Coordination

• Partner closely with: Front Desk, Housekeeping, Security, Sales, Revenue Management, Accounting
• Ensure room assignments align with: VIP status, Crew requirements, Accessibility needs, Group adjacency requests
• Proactively flag room maintenance or OOO inventory impacting blocks

Decision-Making & Problem Solving

• Ability to manage last-minute crew additions or cancellations
• Calm under pressure during irregular airline operations
• Quick assessment of inventory risk
• Escalate issues appropriately to MOD, Revenue, or Executive Team
• Maintain composure in high-volume seasonal environments

Professional Expectations

• Minimum 3 years hotel reservations or group block experience
• Proven experience with airline crew and tour group volume
• PMS proficiency (Hyatt experience strongly preferred)
• Strong written and verbal communication skills
• Professional presence with internal and external stakeholders
• Ability to handle sensitive or high-profile guests with discretion
• Highly organized and process-driven
• Ability to multitask in a dynamic Alaska environment