Group Rooms Coordinator

Coury Hospitality•San Diego, CA

2d•Onsite

About The Position

Coury Hospitality has an amazing opportunity as a Group Rooms Coordinator at the Hard Rock Hotel San Diego. This role is responsible for supporting the successful execution of group room business by coordinating details, maintaining accurate reservations and room blocks, and creating seamless communication between clients, Sales, and hotel operations. The Group Rooms Coordinator will be the connection point between Group Sales, hotel operations, and clients, helping turn group room commitments into seamless guest experiences. This role requires a highly organized, detail-oriented individual who is energized by a fast-paced hotel environment.

Requirements

Previous hotel experience in Sales, Reservations, Rooms, or another hospitality environment.
Previous group rooms coordination or hotel reservations experience.
Comfortable working with hotel systems such as Opera, Passkey, Amadeus, or similar platforms.
Computer savvy and comfortable learning new technology and systems.
Communicate clearly and confidently with clients, guests, and internal teams.
Can manage multiple priorities, deadlines, and requests without losing sight of accuracy.
Stay calm and professional when the pace picks up or plans change.
Take initiative and bring energy, flexibility, and a genuine can-do attitude to your work.
Build positive relationships and enjoy collaborating across departments.
Have an innate desire to exceed client and guest expectations and follow through on the details.
Proficiency with Microsoft Office and the ability to learn new systems and technology.
Must meet professional appearance and dress standards.

Nice To Haves

Previous hotel experience in Sales, Reservations, Rooms, or another hospitality environment.
Previous group rooms coordination or hotel reservations experience, preferably in a full-service hotel.
Opera, Passkey, and/or Amadeus experience.
General understanding of hotel operations and the group sales process.

Responsibilities

Provide timely, professional, and courteous service to group clients, guests, and internal partners.
Support the Sales team with the administration and coordination of group room business from booking through departure.
Build, update, and maintain accurate group room blocks in hotel reservation systems, including Opera and Passkey, as applicable.
Enter and maintain group rooming lists and individual reservations while ensuring information remains accurate and up to date.
Monitor group room blocks and reservation activity, identifying discrepancies, changes, and follow-up needs.
Establish and maintain accurate billing instructions and Master Account information for group reservations.
Process reservation changes, cancellations, additions, and deletions according to established procedures and group agreements.
Communicate with clients regarding rooming lists, reservation details, cutoff dates, billing requirements, special requests, and other group needs.
Prepare and distribute group-related documents, including correspondence, rooming lists, confirmations, proposals, agreements, resumes, and other materials.
Maintain organized and accurate files for assigned groups, including correspondence, billing information, rooming lists, and supporting documentation.
Utilize Amadeus and other designated systems accurately to support group tracking, documentation, booking, and follow-up.
Partner with Group Sales, Events, Catering, Front Office, Reservations, Revenue Management, and other departments to ensure group requirements are communicated and executed accurately.
Communicate group room changes, additions, deletions, special requests, and other important details to the appropriate operating departments.
Participate in Resume meetings, pickup meetings, and other departmental meetings as required.
Assist with group arrivals and departures, including monitoring rooming list accuracy and supporting last-minute client and reservation needs.
Maintain regular communication with assigned groups and Event Managers to ensure client needs are met or exceeded.
Assist with reconciliation of group room blocks and reservation information following group departure.
Follow up on outstanding billing, reservation, or operational issues and communicate necessary information to the appropriate departments.
Assist Sales Managers with site inspections, client meetings, property functions, sales initiatives, and departmental events as requested.
Provide administrative support for reporting and special departmental projects.
Maintain a positive, cooperative work environment while representing Coury Hospitality and Hard Rock Hotel San Diego with professionalism, energy, and genuine hospitality.