Group Reservations Coordinator

Salamander Hospitality•Middleburg, VA

11d•Onsite

About The Position

The Group Reservations Coordinator serves as the primary liaison between Sales, Conference Services, Catering, Reservations, Accounting, and Rooms Operations to ensure seamless group bookings and exceptional guest experiences. This role is responsible for managing group room blocks, reservations, billing arrangements, and group arrivals while maximizing room inventory and revenue opportunities.

Requirements

Associate degree or equivalent combination of education and experience preferred.
Minimum two years of hotel reservations, group sales support, conference services, or hospitality experience.
Luxury hotel or resort experience preferred.
Experience with Opera PMS, Passkey, and Delphi preferred.
Proficiency in Microsoft Office, including Excel, Word, and Outlook.
Strong organizational, communication, and customer service skills.
Ability to manage multiple priorities in a fast-paced luxury environment.
Must be at least 18 years of age.
Flexible schedule, including occasional evenings and weekends as business needs require.

Responsibilities

Manage group room blocks and reservations in Opera, Passkey, and Delphi.
Process group reservation requests, rooming lists, changes, and cancellations.
Coordinate directly with group contacts regarding reservations, billing, and special requests.
Ensure group billing is established accurately according to accounting policies.
Partner with Conference Services, Catering, Sales, Revenue Management, and Accounting teams on all group business.
Attend pre-conference meetings and client bill reviews as needed.
Coordinate VIP arrivals, room drops, amenities, and special accommodations.
Prepare and distribute daily group arrival reports to operational departments.
Work closely with Rooms Operations to ensure successful group arrivals and guest satisfaction.
Maintain accurate group files and reservation records.
Assist with special projects and operational tasks as assigned.