Group Rooms Coordinator

Pyramid Global Hospitality

4d•Onsite

About The Position

The Group Rooms Coordinator serves as the primary liaison between the Sales, Reservations, and Front Office teams to ensure accurate and efficient management of group room blocks and guest details. This position is responsible for maintaining organized group records, managing room lists, and ensuring all details are communicated clearly to internal departments and clients. The Group Rooms Coordinator plays a vital role in delivering seamless group experiences that reflect Dellshire Resort’s high standards of service, organization, and professionalism.

Requirements

High school diploma or equivalent required
Minimum 1–2 years of hotel or resort reservations or sales coordination experience required
Strong organizational and communication skills with attention to accuracy and detail
Proficiency in Microsoft Office Suite, particularly Excel and Outlook
Excellent interpersonal and problem-solving abilities
Ability to handle multiple priorities and meet deadlines in a fast-paced environment
Professional demeanor with a commitment to providing exceptional guest and client service
Flexibility to work varied hours including weekends and holidays as required by business needs
Other duties as assigned by Manager

Nice To Haves

Degree or coursework in Hospitality Management preferred
Knowledge of property management and reservations systems (Opera, SynXis, or similar) preferred

Responsibilities

Manage all aspects of group room blocks, including setup, monitoring, pickup, and release of unused rooms.
Communicate with Sales, Conference Services, and Reservations teams to ensure all group details are accurate and up to date.
Input and maintain group information, billing instructions, and rooming lists in the property management system.
Prepare group resumes and communicate key details to Front Office, Housekeeping, and other relevant departments.
Process rooming list changes, special requests, and VIP designations in a timely and professional manner.
Verify billing arrangements and coordinate with Accounting for group deposits, billing, and final reconciliations.
Provide prompt and courteous service to meeting planners, group contacts, and internal teams.
Track and report on group pickup pace, cut-off dates, and attrition to support revenue management decisions.
Maintain detailed documentation of all group communications, modifications, and confirmations.
Assist with overflow and individual reservations during high-volume periods as needed.
Ensure all group correspondence aligns with Dellshire Resort brand standards and service expectations.
Support the Reservations Manager with departmental administrative duties as requested.