COORDINATOR GROUPS - ROOM RESERV

Pyramid Global Hospitality•Orlando, FL

2d•Onsite

About The Position

The Coordinator Groups - Room Reservations supports the Lodge at JetBlue, a private training hotel managed by Pyramid Global Hospitality. The role provides prompt, courteous, and professional guest service while coordinating group and individual reservations, events, room occupancy, reporting, purchasing, and inventory. It also supports banquet room setup with the culinary team and assists with front desk operations as needed. The coordinator serves as the Lodge’s primary contact for rooming matters and works with JetBlue teams, Blue Business Travel, hotel departments, and management to manage group bookings, forecasts, room inventory, event details, and guest communications. The position also coordinates uniforms and supplies, maintains property systems and records, and supports meetings and special events at the Lodge and OSC. The role requires a flexible schedule, including weekends, and the ability to lift, push, and pull around 30 pounds.

Requirements

Previous group reservations experience.
Exceptional communication skills.
Exceptional computer skills.
Ability to work a flexible schedule that includes weekends.
Ability to lift, push, and pull around 30 pounds.

Responsibilities

Gather event details, requests, and banquet requirements from JetBlue colleagues.
Create banquet event orders with food and beverage requirements, pricing, and room setup details, and communicate event information to food and beverage and management teams.
Set up events, including audiovisual equipment, linens, water, tableware, furniture, air walls, signage, and food service; assist with event breakdown as needed.
Post banquet charges within the applicable month, present charges to event leaders, obtain payment, follow up on banquet counts, and offset charges in OPERA.
Determine additional event resource needs, such as linens, tables, and chairs.
Create and distribute event sheets containing flight arrival times, orientation schedules, billing and routing information, off-site hotel details, and special notes.
Create and order professional Lodge signage; order CO₂ and Coca-Cola products; coordinate maintenance of Coca-Cola equipment with the vendor’s manager and technicians.
Schedule softball field maintenance, stock reading rooms with audiovisual equipment, assist guests with equipment use, and ensure recreational waivers are signed before outside participants use equipment.
Maintain the survey and OPERA systems, coordinate OPERA training, assist with MICROS manager tasks, support the front desk during all-hands-on-deck periods, and send communications to the Food and Beverage team.
Coordinate uniform orders, maintain the standard allotment of three uniforms per team member, obtain General Manager approval for purchase orders, place Cintas orders, track shipments, distribute uniforms, maintain inventory records, and maintain relationships with Cintas representatives.
Maintain the Booking Widget website and its information, confirmation pages, and crew-member communications; determine availability, load rooms, manage inventory, send confirmation approvals to managers, and provide daily booking reports to the Asset Manager.
Prepare weekly 18-day forecasts covering arrivals, departures, groups, committed rooms, variances, and events; participate in weekly JetBlue forecasting calls.
Prepare weekly food-and-beverage covers forecasts, banquet forecasts, routing variance reports, monthly room-usage actuals, meeting-space and occupancy reports, and quarterly occupancy projections for the designated management recipients.
Track no-shows to improve wash forecasting and communicate no-shows to JetBlue Talent.
Use weekly-call information to assess new-hire capacity; retrieve crew-member information from SharePoint, make reservations, and update SharePoint with confirmation numbers and travel dates.
Determine new-hire departure dates and additional-night availability; communicate overflow requirements and booking changes to Blue Business Travel; obtain recurrent-training reservations and communicate overflow needs and reservation acceptance.
Set up reservation routing and clear comments, create and distribute meal-plan cards, and distribute orientation details and attendance wristbands.
Serve as the primary contact for reservation requests by phone and email; answer calls, make, change, and cancel reservations, provide accurate information, and assist with front desk duties as needed.
Manage Lodge occupancy to minimize off-site stays while maintaining full capacity; evaluate and accept or decline groups based on forecasts, reassess room needs when wash occurs, and return rooms to the Lodge before hotel accommodations are communicated.
Create a flowchart describing the operational effects of accepting or declining work groups and oversee front desk distribution of pre-arrival packets from JetBlue Logistics.
Create group master accounts, including cost-center cross-charging and invoicing, and track spending by student or guest.
Manage group inventory, cutoff dates, and group pickup; promptly release unused inventory and work with the JetBlue University Manager and General Manager on property-utilization strategies.
Provide operating departments with needs-based forecasts and generate reports to support labor and food-cost controls and maximum Lodge utilization.
Manage administrative aspects of group reservations, including rooming lists, changes, cancellations, correspondence, filing, archiving, booking confirmations, and correct group-master coding.
Respond promptly to request forms, email correspondence, and phone calls; maintain working knowledge of property systems, including OPERA.
Coordinate Lodge events at OSC, including conferences, luncheons, meetings, corporate events, graduations, and pre-orientation functions.
Serve as liaison between JetBlue OSC and the Lodge culinary team to ensure catering requests are handled properly; meet with the JetBlue Lodge Manager to plan special events and manage overflow.
Perform other duties requested by management and duties detailed in the Freeman Group Manual.