Reservations - Group Coordinator

Human Resources•Napa, CA

18d

About The Position

The Group Rooms Coordinator is responsible for the accurate management, coordination, and execution of group room blocks from contract through arrival. This role acts as the primary liaison between Sales, Reservations, Revenue Management, and Front Office to ensure group rooming lists, billing, and block details are handled with precision and excellent service. This position plays a key role in maximizing room revenue, maintaining guest satisfaction, and supporting the overall success of group business.

Requirements

1–3 years of hotel reservations, sales coordination, or front office experience preferred
Experience working with group room blocks strongly preferred
Familiarity with PMS systems (Opera, StayNTouch, or similar)
Strong attention to detail and organizational skills
Excellent communication and customer service skills
Ability to manage multiple deadlines in a fast-paced environment
Proficient in Microsoft Office (Excel, Outlook, Word)

Responsibilities

Create, manage, and maintain group room blocks in the PMS and sales system
Process rooming lists, changes, cut-off dates, and special room requests
Coordinate closely with Group Sales Managers on all contracted group room details
Monitor pickup, attrition, and cutoff dates; communicate variances to Sales and Revenue
Ensure group billing instructions, routing, and payment methods are accurate
Work with Front Office and Reservations to ensure smooth arrivals and departures
Handle pre-arrival communication with group contacts as needed
Provide group reports including pickup, forecast, and rooming status
Resolve guest and group issues related to rooming, billing, and block discrepancies
Ensure all group files are accurate, organized, and audit-ready