Coordinator Group Reservations

IHG•Lawton, OK

17h

About The Position

This role is responsible for managing group reservations, ensuring all details are accurately recorded and communicated to relevant departments. The coordinator will handle all aspects of group arrivals, from preparation and billing to guest satisfaction and post-departure follow-up. This position requires strong organizational skills, attention to detail, and effective communication with both internal teams and external contacts.

Requirements

Ability to correctly record group rooms and revenue in the property management system.
Proficiency in processing group reservation requests, changes, and cancellations.
Skill in entering and modifying group blocks in the system accurately.
Experience maintaining accurate filing systems and tracing group blocks.
Ability to create and update group block notes.
Capability to coordinate with other departments regarding group reservation information and needs.
Experience providing and maintaining reports and records of groups.
Ability to follow up on group inquiries.
Knowledge of current rates, rate changes, promotions, facilities, services, and hours of operation.
Skill in responding to guest concerns or complaints.
Ability to communicate outstanding guest requests or issues to management.
Proficiency in promoting teamwork and quality service.
Ability to perform assigned duties such as running daily reports.

Responsibilities

Prepare for each group's arrival, including group history, billing information, deposits, VIP information, and correspondence.
Process all group reservation requests, changes, and cancellations received through various channels.
Enter and/or modify group blocks in the system, ensuring accuracy of inventory, stay dates, cancellation policy, deposit requirements, and booking procedures.
Maintain an accurate filing system for groups and ensure each group block is traced.
Create and update group block notes with relevant data and coordinate with other departments to meet group needs as specified in the contract.
Provide and maintain reports and records of all groups during their stay and after departure.
Follow up on any group inquiries.
Stay informed about current rates, promotions, facilities, services, and hours of operation.
Attend pre-meeting planning meetings or conferences as needed.
Respond to guest concerns or complaints and communicate any outstanding issues to management.
Promote teamwork and quality service through daily communication and coordination with other departments.
Perform other duties as assigned, such as running daily reports.