Group Rooms Coordinator
US-HI-Honolulu
Hourly
Req #: 67512
Type: Full-Time
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Overview: The Group Rooms Coordinator is a key team member responsible for the coordination and oversight of all facets of guest room reservation operations, functioning as the central hub between all departments including Revenue Management, Sales, Marketing, Front Office, Central Reservations, and Finance. Responsibilities: * Maintain a warm and friendly demeanor at all times * Must be able to effectively communicate both verbally and written with all level of employees and guests in an attentive, friendly, courteous, and service-oriented manner * Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests * Must be able to multitask and prioritize departmental functions to meet deadlines * Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner * Attend all required meetings and trainings * Maintain regular attendance in compliance with Highgate Hotel standards, as required by scheduling, which will vary according to the needs of the hotel * Maintain high standards of personal appearance and grooming, including attire that meets dress code requirements with a nametag * Comply with Highgate Hotel standards and regulations to encourage safe and efficient hotel operations * Maximize efforts towards productivity, identify problem areas, and assist in implementing solutions * Must be effective in handling problems, including anticipating, preventing, identifying, and solving programs as necessary * Must be able to cross-train in related areas * Must be able to maintain confidentiality of information * Must be able to show initiative, including anticipating guest or operational needs * Perform other duties as requested by management Qualifications: * Receive, review, and build all group bookings in OPERA; review group setup in Delphi systems and ensure alignment with Sales and Conference Services documentation. * Process and manage group rooming lists in various formats in OPERA according to departmental standards. * Generate booking links for call-in groups and validate proper configuration, room type blocking, suite assignments, concessions, and booking links during group turnover. * Monitor and adjust group blocks daily in collaboration with Revenue Management and Sales/Conference Services teams; manage group cutoff dates, pickup, and inventory. * Review and verify group build details including reservation data, stay dates, master accounts, notations, billing profiles, VIP status, and charges (room, fees, baggage, parking, ancillary). * Inspect all arriving groups for complete and accurate information in system builds and notations. * Post charges to group reservations and master accounts in accordance with billing instructions; comply with hotel billing, routing, and credit policies (including A/R, PM, and master accounts). * Communicate availability and closeouts to wholesalers; manage wholesale, extranet, and third-party reservations, modifications, cancellations, and related inquiries. * Serve as a point of contact for group and wholesale questions from internal and external stakeholders. * Coordinate with front desk managers to ensure timely blocking of group rooms. * Effectively communicate group reservation needs with clients, central reservations, and internal departments; ensure alignment on rooming list deadlines and expectations. * Be fully proficient in all relevant systems including OPERA PMS, Delphi FDC, SynXis CRS, and other inventory/distribution platforms. * Compile reports for Group Reservations, Wholesale Management, and other departments as directed. * Attend and actively participate in meetings such as group resumes, cutoff reviews, pre- and post-convention meetings. * Maintain professional relationships and foster open communication with colleagues, clients, and leadership across departments. * Stay informed of property information (e.g., outlets, hours of operation) and assist in updating external booking channels as necessary.
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