Accounting, Auditing, Billing, Change Management, Communication Skills, Contract Review, Cross-Functional, Detail Oriented, Documentation, Follow Through, Hotel Reservation, Inventory Management, Multitasking, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Record Keeping, Sales, Sales Support, Team Lead/Manager, Time Management, Writing Skills
Hotel Emma is seeking a detail-oriented, service-driven Group Rooms Coordinator to support the planning and execution of group guestroom stays in a luxury, independent hotel environment. This role is responsible for ensuring group reservations are accurately built, maintained, and communicated across departments from contract execution through arrival and departure, with a strong emphasis on guest experience, operational readiness, and billing accuracy.
Key Responsibilities
Group Room Block Coordination & Accuracy
- Coordinate group room blocks from contract execution through arrival and departure, maintaining accurate group records and room block details
- Review group contract terms and turnover documentation to ensure room allocations, rates, concessions, and special requests are reflected correctly in group reservations
- Monitor group booking pace and room pickup, adjust group allocations when appropriate, and help ensure inventory is managed in alignment with group terms and operational needs
- Conduct regular audits of group reservations to confirm rooming details, rates, and notes are complete and accurate prior to arriva
Cross-Functional Collaboration & Communication
- Serve as a primary point of coordination between Sales, Revenue, Front Office, Reservations, and other operational teams to ensure group requirements are communicated clearly and executed consistently
- Communicate group updates, changes, and special requests to relevant teams to support smooth arrivals and minimize guest impact
- Partner with internal stakeholders to clarify responsibilities, resolve gaps in information, and maintain an organized, reliable handoff process for group stays
- Pre-Arrival Planning & Rooming List Support
- Support rooming list processing and arrival planning, including managing updates, name changes, and special placement considerations as needed
- Coordinate with group contacts to manage frequent changes professionally and maintain clear expectations, especially for high-touch and time-sensitive group arrivals
Billing Setup & Issue Resolution
- Ensure billing instructions, routing, and payment details for groups are set up correctly and communicated to the appropriate teams
- Resolve discrepancies related to room counts, rates, and billing details prior to group arrival, collaborating with accounting and internal partners when needed
- Respond promptly and professionally to group planner and guest inquiries via email and phone, maintaining a high standard of hospitality and accuracy
What Success Looks Like in This Role
- Group reservations and rooming lists are accurate, organized, and ready for operations ahead of arrival
- Departments have timely, clear information to deliver seamless arrivals and consistent guest service for group stays
- Billing instructions are correct and issues are resolved proactively, reducing last-minute complications
Qualifications
- 1-3 years of experience in hotel reservations, group rooms coordination, sales support, front office operations, or a closely related hospitality role (luxury or upscale environment strongly preferred)
- Strong attention to detail, organization, and follow-through in a fast-paced environment managing multiple priorities and deadlines
- Excellent written and verbal communication skills with a professional, guest-centered approach
- Confidence navigating cross-functional coordination and solving issues calmly, accurately, and proactively
Schedule & Work Style Expectations
This role supports time-sensitive arrival windows and evolving group needs; flexibility is required during peak group periods and major arrivals.