Group Housing Coordinator

Job Summary:

The Group Reservations Coordinator works closely with Sales & Marketing, Accounting, Conference

Services, and Group Meeting Planners to ensure excellent customer service and the highest level of

accuracy in bookings is always provided. The role is responsible for creating and maintaining group room

blocks, booking links and reservations to accommodate guests, and must ensure that clients are provided

with required types of rooms, facilities, and services. The incumbent handles all reservations in a friendly

and efficient manner, and quotes available rates to maximize room revenue and average rate according

to Vinayaka Hospitality standards. This role plays a prominent role in improving the occupancy of the

hotel by ensuring group rates and inventory are consistently monitored and updated as needed.

Job Duties & Functions:

• Keep updated files on all upcoming groups upon receipt of turnover.

• Ensure accuracy between the CI/TY and Lightspeed systems (room blocks, rates, cutoff dates).

• Detail each Group profile and/or reservation with Group specific information (rate, rate code,

deposits, location requests, package inclusions, contract concessions, etc).

• Build rates and inclusive packages specific to each Group (create routing profiles, deposit

policies, cancellation policies, etc.).

• Process travel agent commissions.

• Act as liaison between group and central reservations.

• Input group rooming list and facilitate all rooming list changes and billing changes upon receipt from conference service coordinator assigned to the group.

• Manually assign specific accommodations based upon feature and/or location requests.

• Provide reservation and pick up reports upon request.

• Cross reference Group resumes with system information and ensure accuracy.

• Attend all Pre-Planning and/or Pre-Conference Meetings with clients and Conference

• Services Coordinator (Via phone if not available to attend in person).

• Review no shows from previous night and make corrections as needed.

• Assist accounting in verifying and correcting group guest’s folios.

• Ensure all group functions are completed in an accurate and timely fashion.

• Communicate effectively communicate with Call Center Manager, Business Analyst, Sales

• Manager, and Conference Services Coordinator, and group meeting planner.

• Performs other duties and attends meetings, as assigned by hotel/department leadership.

Education & Experience:

• High School graduate or G.E.D. equivalent.

• Six months reservations experience in the hospitality industry

• Knowledge of Outlook, MS Word, and Excel required.

• Experience with Group Sales computer systems including CI/TY and Lightspeed.

• Occasional evening and weekend work to meet deadlines.

• Capable of using multiple systems at the same time

• Self-starter, results-oriented, team player, and demonstrates a high-level attention to detail

• Flexibility and adaptability to a dynamic, evolving environment