Coordinator Groups Room

Sage Hospitality Group•Charlotte, NC

About The Position

The Group Rooms Coordinator supports Sage Hotels’ vision of making the ordinary extraordinary by coordinating group reservations and helping provide a smooth experience for guests, meeting planners, and hotel associates. The role manages group room blocks and rooming lists, communicates with clients and hotel teams, monitors pickup and contractual details, and maintains accurate group records and reports. The position also supports billing setup, reservation requests, booking-channel information, and coordination with Convention Services, Sales, Revenue Management, Accounting, and other departments.

Requirements

A four-year college degree or equivalent hospitality experience.
Ability to type 60 words per minute.
Ability to use Microsoft Word, Excel, Publisher, and PowerPoint.
Alphabetizing, grammar, punctuation, and standard business-letter-format skills.
Strong editing skills.
Excellent attention to detail and ability to multitask.
Ability to respond to telephone inquiries and work with clients and associates.
Ability to use a computer, file, and check diary.
Excellent speech communication skills to communicate clearly with customers and other departments.
Excellent comprehension and literacy to read contracts and manager’s letters and help prepare contracts and proposals.

Nice To Haves

Previous sales, hospitality, and/or analysis experience is preferred.
Hotel, reservations, or customer-service experience is a plus but not required.

Responsibilities

Handle multiple-property reservation calls, faxes, and emails as needed, providing customer service in the appropriate brand voice.
Maintain accurate group blocks, including cutoff dates, room pickup, room types, suite blocks, and rates.
Ensure accurate billing setup for prompt and correct processing.
Identify, block, and process staff, VIP, and complimentary room reservations for each group.
Ensure inventory and information are available for individual call-in groups through designated booking channels.
Set up and maintain a master file for each group, including approved changes and documented conversations with clients and hotel teams.
Monitor group pickup, cutoff dates, rates, and room-type availability to support hotel revenue and client and guest satisfaction.
Audit assigned group blocks, room rates, and concessions against the property management system and contract after a group becomes definite.
Check that room blocks follow the group’s pattern and that room-type blocks cover the block’s duration; update them as pickup changes or cutoff dates are reached.
Seek approval for rooms beyond the contracted block when needed.
Create StarGroups websites and links as needed.
Communicate group details with Convention Services and meeting contacts.
Facilitate rooming-list entry using the method selected by the meeting planner and review lists for accurate information, format, and billing requirements.
Block special-request reservations and required suites, and facilitate special requests using StarGuest and direct property communication.
Monitor housing-bureau pickup as required and make adjustments.
Coordinate with housing bureaus, meeting planners, and the hotel to support use of Reservation Connection and/or Reservation Cross Check tools as needed.
Coordinate fulfillment of complimentary rooms and other contractual room requirements, such as complimentary upgrades, and communicate with relevant departments.
Liaise with Accounting to ensure billing requests are configured and carried out.
Prepare reports for each hotel’s Group Pick Up meeting and discuss group pickup and trends.
Communicate timely and effectively with Revenue Management and Convention Services teams about information that could affect group performance.
Work with Sales, Front Desk, and other departments to support a seamless group stay.