Group Rooms Coordinator

Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition.  Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

The Joule Dallas, TX

Built in the 1920s, the neo-Gothic landmark building at 1530 Main Street was originally the Dallas National Bank. It dominated the downtown skyline during a thriving era of Dallas banking and West Texas oil booms. Downtown Dallas flourished through the ’80s, but as the 20th century drew to a close, it was a shadow of its former glory. A decade of development deals and massive renovations transformed the then-vacant bank building into a Forbes four-star boutique hotel. Aptly named after the international unit of energy, The Joule brought a charge to downtown Dallas when it opened in 2008. Through a series of further renovations and expansions as adjacent properties became available, The Joule has become a cultural, shopping, and dining destination—a forerunner in the renaissance of downtown Dallas.

The Group RoomsCoordinator plays a vital role in supporting the Sales & Revenue team by working with our luxury urban resort’s in-house groups, including conferences, retreats, social events, lodging and other groups as needed to support the sales managers as well as property operations and events teams. 

• Coordinate with group contacts to compile rooming list, and make necessary reservations
• Manage individual reservations and assist group guests in booking process
• Create booking links and manage group availability including communication with external reservation team
• Set up and confirm all group rooms billing pre and post stay
• Compile, distribute, and update group resumes
• Communicate with front office team all group rooms special requests and billing
• Communicate with leadership and reservations in identifying VIP reservations and welcome group amenities
• Attend weekly property operations, group resume & BEO meetings
• Attend pre-conference meetings with client(s) and management team members
• Answer all incoming calls promptly, in an attentive, courteous and efficient manner following company standards or service. 
• Answer guest inquiries about hotel services, facilities and hours of operation. 
• Manage all incoming reservations via phone, email, and online booking platforms. 
• Offer expert advice on room types, rates, and special packages. 
• Accurately input reservation details into the system, ensuring all information is correct. 
• Process advance deposit, and follow cash handling procedures.  
• Perform other duties as requested by management. 

• Passionate about hospitality sales and a minimum of 1 year of similar work experience, preferably in a luxury environment
• Experience with Microsoft Office products including Word and Excel. Outlook and opera cloud experience is preferred
• Previous experience providing service to others and providing administrative support in a team-oriented environment
• Excels at verbal and written communication and critical thinking to make quick decisions when assisting guests
• Flexible and driven to get the job done