Group Rooms Coordinator

Pyramid Global Hospitality•Naples, FL

7d•Onsite

About The Position

We are seeking a detail-oriented and guest-focused Group Rooms Coordinator to join our Reservations team. This role is responsible for the day-to-day management of group room blocks and reservations, ensuring accuracy from initial block setup through arrival, departure, and reconciliation. The Group Rooms Coordinator serves as a key point of contact for group room-related needs and works closely with Reservations, Event Management, Sales, Revenue Management, and Front Office to ensure group reservations are managed accurately and the overall guest experience is seamless.

Requirements

Previous hotel Reservations, Group Reservations, Front Office, or related hospitality experience preferred.
Experience managing group room blocks and rooming lists preferred.
Hilton and/or Opera Cloud experience is a plus.
Strong attention to detail with a focus on reservation and inventory accuracy.
Excellent written and verbal communication skills.
Strong organizational and time-management skills with the ability to manage multiple groups and deadlines simultaneously.
Guest-focused with strong problem-solving and follow-through skills.
Ability to work effectively and collaboratively across multiple hotel departments.
Proficiency with Microsoft Office, including Outlook and Excel.
Flexibility to support business needs, including occasional weekends and pre- or post-convention meetings.

Nice To Haves

Hilton and/or Opera Cloud experience is a plus.

Responsibilities

Create, maintain, and monitor group room blocks within the hotel’s reservation and property management systems.
Process rooming lists, individual group reservations, cancellations, name changes, date changes, and other reservation modifications.
Monitor group pickup, block utilization, inventory, and cutoff dates and communicate potential concerns or opportunities.
Attend weekly Group Pickup Meetings to review pickup, upcoming cutoff dates, rooming list status, block changes, and outstanding action items.
Serve as a primary Reservations contact for group room-related questions from guests, group contacts, and internal teams.
Communicate regularly with Event Managers regarding rooming lists, VIPs, special requests, reservation changes, and other group room needs.
Ensure group rates, room types, dates, inventory, reservation instructions, and booking details are accurately reflected in hotel systems.
Conduct pre-arrival reviews of upcoming groups to ensure reservations, VIPs, special requests, billing instructions, and other important details are accurate.
Coordinate with Front Office and operational teams to support smooth group arrivals.
Participate in pre-convention and post-convention meetings as needed.
Assist with last-minute group reservation changes and room-related needs before and during group programs.
Review group blocks following departure and assist with reservation-related reconciliation or discrepancies.
Maintain accurate reservation comments, traces, alerts, and guest profile information.
Deliver professional and responsive service to group contacts and guests throughout the reservation process.
Communicate significant changes, concerns, or potential issues to Reservations leadership and appropriate hotel departments.
Perform additional Reservations and group-related duties as assigned.