Group Reservations Coordinator

Group Reservations Coordinator

Salamander Middleburg | Middleburg, VA | Full-Time

Luxury Hospitality | Group Reservations

About Salamander Middleburg

Nestled in the heart of Virginia's scenic horse and wine country, Salamander Middleburg is a Forbes Five-Star and AAA Five Diamond luxury resort renowned for delivering exceptional guest experiences through personalized service, elegant accommodations, award-winning dining, and world-class hospitality.

At Salamander Middleburg, we believe our Service Professionals are the heart of our success. We are committed to developing talented hospitality professionals who are passionate about service excellence, teamwork, and creating memorable experiences for every guest.

If you're looking to grow your career with one of the nation's premier luxury resorts, we'd love to meet you.

Position Summary

Salamander Middleburg is seeking a detail-oriented, organized, and guest-focused Group Reservations Coordinator to join our Reservations team.

This position serves as the primary liaison between Sales, Conference Services, Catering, Revenue Management, Reservations, Front Office, Accounting, and Rooms Operations to ensure flawless execution of group reservations from initial booking through arrival.

The ideal candidate has experience in hotel reservations, group housing, conference services, sales support, or luxury hospitality, along with exceptional organizational skills and a passion for delivering outstanding guest service.

What You'll Do

• Manage group room blocks and reservations using OPERA PMS, Passkey, and Delphi.
• Process new group reservations, rooming lists, reservation changes, and cancellations.
• Coordinate directly with meeting planners, event organizers, travel professionals, and group contacts.
• Verify billing instructions and establish group billing according to accounting policies.
• Partner with Sales, Conference Services, Catering, Revenue Management, Accounting, and Front Office teams to ensure seamless group arrivals.
• Coordinate VIP arrivals, welcome amenities, room drops, and special guest requests.
• Prepare and distribute daily group arrival, departure, pickup, and occupancy reports.
• Monitor room inventory and identify opportunities to maximize occupancy and revenue.
• Maintain accurate reservation records, contracts, and group files.
• Attend pre-conference meetings, client reviews, and operational meetings as needed.
• Provide exceptional customer service while building strong relationships with clients and internal departments.
• Assist with special projects and additional operational responsibilities as assigned.

Qualifications

Required

• High School Diploma or GED required

• Minimum 2 years of experience in one or more of the following:

• Hotel Reservations

• Group Reservations

• Conference Services

• Sales Support

• Front Office

• Hotel Operations

• Hospitality Administration

• Strong customer service and communication skills

• Excellent organizational and time-management abilities

• Ability to prioritize multiple projects in a fast-paced luxury hotel environment

• Proficiency with Microsoft Office (Excel, Word, Outlook)

• Must be at least 18 years of age

Preferred

• Associate degree or equivalent combination of education and experience
• Luxury hotel or resort experience
• Experience using OPERA PMS, Delphi, and Passkey
• Knowledge of hotel group sales and revenue management processes

What Makes You Successful

We're looking for someone who is:

• Highly organized and detail-oriented
• Passionate about luxury hospitality
• A proactive problem solver
• Guest-focused with outstanding interpersonal skills
• Comfortable managing multiple deadlines
• Professional and dependable
• Collaborative with cross-functional teams
• Flexible to work occasional evenings and weekends as business needs require

Why Join Salamander Middleburg?

Competitive Benefits

• Competitive Pay
• Medical, Dental & Vision Insurance
• 401(k) Retirement Plan with Company Match
• Paid Time Off
• Paid Holidays
• Complimentary Associate Meals
• Employee Discounts on Resort Stays, Dining, Spa & Retail
• Career Development & Advancement Opportunities
• Employee Recognition Programs
• Work at one of the nation's premier Forbes Five-Star luxury resorts

Build Your Hospitality Career with Salamander

At Salamander Middleburg, you'll work alongside talented hospitality professionals who are passionate about delivering exceptional service. Whether your background is in hotel reservations, conference services, group housing, or hotel sales support, you'll find opportunities to grow, learn, and build a rewarding career in luxury hospitality.

Apply today

Salamander Collection is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

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