Group Reservations Coordinator

Makeready LLC • Nashville, TN

1d • Onsite

About The Position

The Group Reservations Coordinator plays an essential role in creating a seamless experience for groups staying at The Joseph. This position manages the reservation process for group room blocks from contract signing through guest arrival, ensuring every detail is accurately captured, communicated, and executed. Working closely with Sales, Catering & Events, Revenue Management, Front Office, and Accounting, the Group Reservations Coordinator ensures group accommodations are thoughtfully coordinated while delivering the elevated, personalized service expected of a luxury hotel and a Forbes-rated property.

Requirements

• High school diploma or equivalent required
• Minimum of 1–2 years of hotel reservations, front desk, sales coordination, or group reservations experience, preferably within a luxury or four-star hotel environment.
• Strong working knowledge of Lightspeed, including group block creation, rooming lists, reservation management, and reporting.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Exceptional organizational skills with the ability to manage multiple groups, deadlines, rooming lists, and cutoff dates simultaneously.
• Excellent written and verbal communication skills with a polished and professional presence.
• Strong attention to detail and accuracy when handling reservations, contracts, rates, billing instructions, and guest information.
• A genuine hospitality mindset and commitment to creating personalized experiences for guests and group contacts.
• Ability to anticipate needs, identify potential challenges, and communicate solutions proactively.
• Ability to work independently while collaborating effectively across Sales, Catering & Events, Revenue Management, Front Office, and Accounting.
• Flexibility to work occasional evenings and weekends based on group activity and hotel business needs.

Nice To Haves

• Associate’s or Bachelor’s degree in Hospitality Management, Business, or a related field preferred.
• Experience with hotel sales and catering systems such as Delphi or a similar platform is preferred.

Responsibilities

• Build and maintain group room blocks in Lightspeed according to signed contracts, including room types, rates, inventory, and cutoff dates.
• Review group contracts, resumes, and supporting documentation to ensure accurate setup of room blocks, billing instructions, and special arrangements.
• Manage rooming lists, individual call-in reservations, modifications, cancellations, and other group reservation changes.
• Monitor group pickup and attrition against contracted room blocks and communicate trends or concerns to Sales and Revenue Management.
• Partner with Sales and Catering & Events to confirm group specifications, VIP arrivals, amenities, preferences, and special requests.
• Coordinate group deposits, advance payments, routing, and billing setup with Accounting and Front Office.
• Communicate proactively and professionally with group contacts regarding rooming lists, cutoff dates, reservation procedures, and important deadlines.
• Prepare and distribute group resumes, VIP lists, pre-arrival reports, and other pertinent group information to hotel departments.
• Partner with Front Office to ensure seamless group arrivals and departures, including room assignments and pre-keying when applicable.
• Release unpicked group inventory according to established cutoff dates in partnership with Revenue Management.
• Maintain organized and accurate group files, contracts, correspondence, rooming lists, and reservation documentation.
• Respond promptly and professionally to inquiries from group contacts, travel advisors, guests, and internal departments.
• Assist with forecasting, reporting, and tracking related to group room revenue and pickup.
• Support individual reservations and overflow reservation volume when business needs require.
• Maintain strict confidentiality regarding guest, group, company, billing, and rate information.
• Perform additional responsibilities as assigned by the Director of Reservations or Rooms Division leadership.

Benefits

• Opportunity to work alongside hospitality professionals committed to exceptional service, thoughtful collaboration, and creating memorable experiences for every guest.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED