Group Reservations and Group Dining Coordinator, Full Time

Rio Las Vegas•Rio Las Vegas, NV

1d•Onsite

About The Position

The Group Reservations and Group Dining Coordinator coordinates and administers group reservations and group dining arrangements to support an exceptional guest experience. The role supports the Group Reservations & Group Dining Manager by managing room blocks, rooming lists, dining reservations, billing instructions, and client communications. It works with Sales, Events, Food & Beverage, Front Office, Revenue Management, Finance, and other departments to ensure accurate and timely service, compliance with Company standards and procedures, and fulfillment of contractual commitments. The Coordinator is a key contact for group clients and internal departments throughout the reservation, dining, and billing lifecycle of each group event. This position has no direct supervisory responsibilities and works closely with and reports to the Group Reservations & Group Dining Manager. Work is primarily indoors in a climate-controlled office and hospitality environment, with possible exposure to typical hotel and casino resort noise, dust, environmental conditions, and secondhand tobacco smoke in designated areas. Schedules may include evenings, weekends, holidays, and varying shifts; overtime may be required based on business needs. The role is full time.

Requirements

High school diploma or equivalent required.
At least one year of hotel reservations, hospitality operations, group sales support, event coordination, administrative support, or related experience is preferred.
Strong knowledge of hotel reservation systems and property management systems.
Excellent verbal, written, and interpersonal communication skills.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
Strong guest service and relationship-building skills.
Ability to collaborate with multiple departments and stakeholders.
Proficiency in Microsoft Word, Excel, Outlook, and other business-related software applications.
Ability to obtain and maintain licenses, permits, registrations, and certifications required by applicable regulations and Company requirements, including any gaming-related credentials required for the position.
Continued employment is contingent upon maintaining required licenses and work authorizations.
Ability to work under time constraints and meet deadlines.
Ability to sit, use a computer, and perform keyboarding for extended periods.
Ability to occasionally lift, carry, push, or move up to 30 pounds.
Ability to walk throughout the property and attend meetings in various operational locations.
Ability to reach, bend, stoop, kneel, twist, balance, and perform repetitive hand and finger movements as needed.
Ability to communicate effectively in English, verbally and in writing, to perform the essential functions of the position.

Nice To Haves

One to three years of experience in a hotel, casino resort, convention center, or large hospitality environment.
Experience with Opera Cloud, Envision, HyRes, or similar hospitality platforms.
Knowledge of group housing processes, room block management, and group dining coordination.
Familiarity with Food & Beverage management systems, reservation platforms, and reporting tools.
Experience preparing reports and analyzing group pickup, occupancy, and booking trends.

Responsibilities

Coordinate group reservation requests from contract turnover through final departure.
Input and maintain group room blocks, rates, concessions, and dining commitments in applicable reservation systems.
Process rooming lists, guest name changes, arrival and departure updates, and special requests.
Assist with group dining reservations, restaurant buyouts, pre-set menus, and dietary accommodation requests.
Communicate regularly with group contacts, meeting planners, and tour operators about reservation and dining details.
Monitor group pickup and room block utilization and communicate trends to management.
Review cutoff dates and assist with inventory management to help prevent unauthorized bookings at group rates.
Prepare and distribute group-related rooming lists, pickup reports, arrival reports, dining schedules, and other reports.
Enter billing instructions, deposits, prepayments, and master account information accurately and promptly.
Assist with credit card authorizations and coordinate billing requirements with Finance and Accounting.
Review daily arrivals for reservation accuracy and communicate guest requests appropriately.
Coordinate VIP arrivals, special accommodations, and operational requirements with internal departments.
Serve as a liaison among Reservations, Sales, Food & Beverage, Front Office, Housekeeping, Catering, Revenue Management, and Finance.
Maintain accurate records of client communications, reservation updates, and approved contractual changes.
Assist with tracking group wash, no-show activity, and historical booking trends.
Support preparation of group recap reports, commission tracking, rebates, and complimentary room documentation.
Participate in pre-arrival meetings, banquet event order (BEO) meetings, pre-convention meetings, and operational reviews as assigned.
Respond promptly and professionally to guest, client, and internal inquiries.
Help resolve reservation and dining-related issues through problem-solving and collaboration.
Maintain compliance with Company policies, guest privacy standards, and departmental procedures.
Provide exceptional customer service in support of group programs and events.
Use Microsoft Office applications and applicable reservation systems to perform job functions.
Manage multiple groups and priorities with strong organization, time management, and multitasking.
Perform other duties as assigned.