Group Reservations Coordinator

Salamander Hospitality•Middleburg, VA

6d•Onsite

About The Position

Salamander Middleburg is seeking a detail-oriented, organized, and guest-focused Group Reservations Coordinator to join our Reservations team. This position serves as the primary liaison between Sales, Conference Services, Catering, Revenue Management, Reservations, Front Office, Accounting, and Rooms Operations to ensure flawless execution of group reservations from initial booking through arrival. The ideal candidate has experience in hotel reservations, group housing, conference services, sales support, or luxury hospitality, along with exceptional organizational skills and a passion for delivering outstanding guest service.

Requirements

High School Diploma or GED required
Minimum 2 years of experience in one or more of the following: Hotel Reservations, Group Reservations, Conference Services, Sales Support, Front Office, Hotel Operations, Hospitality Administration
Strong customer service and communication skills
Excellent organizational and time-management abilities
Ability to prioritize multiple projects in a fast-paced luxury hotel environment
Proficiency with Microsoft Office (Excel, Word, Outlook)
Must be at least 18 years of age

Nice To Haves

Associate degree or equivalent combination of education and experience
Luxury hotel or resort experience
Experience using OPERA PMS, Delphi, and Passkey
Knowledge of hotel group sales and revenue management processes

Responsibilities

Manage group room blocks and reservations using OPERA PMS, Passkey, and Delphi.
Process new group reservations, rooming lists, reservation changes, and cancellations.
Coordinate directly with meeting planners, event organizers, travel professionals, and group contacts.
Verify billing instructions and establish group billing according to accounting policies.
Partner with Sales, Conference Services, Catering, Revenue Management, Accounting, and Front Office teams to ensure seamless group arrivals.
Coordinate VIP arrivals, welcome amenities, room drops, and special guest requests.
Prepare and distribute daily group arrival, departure, pickup, and occupancy reports.
Monitor room inventory and identify opportunities to maximize occupancy and revenue.
Maintain accurate reservation records, contracts, and group files.
Attend pre-conference meetings, client reviews, and operational meetings as needed.
Provide exceptional customer service while building strong relationships with clients and internal departments.
Assist with special projects and additional operational responsibilities as assigned.