Group Rooms Coordinator

La Bahia Resort and Spa • Santa Cruz, CA

1d

About The Position

The Group Rooms Coordinator oversees the accurate processing of group reservations, rooming lists, VIP arrangements, and pre-arrival coordination at La Bahia Hotel & Spa. The position reports directly to the Director of Revenue Management and partners with Sales, Front Office, Housekeeping, and other hotel departments to deliver seamless group experiences, protect room inventory, and uphold the hotel’s luxury service standards.

The role manages group reservation records and booking links, contracted room details, deposit schedules, payment authorizations, ResortPass reservations, room assignments, and pre-arrival audits. It coordinates VIP amenities and arrivals, inspects designated VIP guestrooms, communicates group operational needs across departments, and tracks group pickup, deadlines, discrepancies, and post-departure reconciliation. The position also provides timely, professional service to group contacts, VIP guests, colleagues, and other stakeholders and assists with reservation quality-control projects and other duties assigned by the Director of Revenue Management. Duties may be assigned or reassigned by management, consistent with applicable law and reasonable accommodation requirements.

Requirements

• Strong attention to detail and ability to manage complex rooming lists, billing instructions, and multiple deadlines.
• Excellent written and verbal communication skills and a polished, guest-focused approach.
• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Ability to coordinate across departments, prioritize competing requests, and maintain guest confidentiality.
• Commitment to luxury hospitality standards and accurate reservation and inventory management.
• Ability to lift and carry a minimum of 20 pounds as required for assigned duties, with or without reasonable accommodation.
• Ability to walk throughout the hotel, access guestrooms, and perform in-person guestroom inspections as required, with or without reasonable accommodation.

Nice To Haves

• Prior hotel reservations, group reservations, front office, or related hospitality experience preferred.
• Experience with OPERA Cloud or comparable property management systems preferred.

Responsibilities

• Receive, review, enter, and maintain group rooming lists in OPERA Cloud, including changes, cancellations, additions, and special requests.
• Confirm group reservation details, including guest names, dates, room types, contracted rates, payment methods, billing routing, and inclusions.
• Coordinate contracted room upgrades and confirm upgrade priority with Sales and the Director of Revenue Management when a room type is oversold; implement only approved assignments and upgrades.
• Create and maintain group booking links in approved reservation and distribution systems, verifying dates, rates, availability, and restrictions.
• Create and maintain group deposit schedules according to contracted terms; track due dates, payment status, and outstanding balances and escalate exceptions.
• Send secure credit card authorization requests through Canary and follow up on outstanding authorizations according to hotel payment and data-security procedures.
• Book and maintain group ResortPass reservations, verifying approved inclusions, dates, quantities, and charges.
• Monitor rooming list deadlines, group pickup, cutoff dates, and block discrepancies; escalate inventory concerns to the Director of Revenue Management.
• Identify guests with consecutive reservations across back-to-back groups and coordinate room assignments to keep them in the same guestroom whenever operationally possible.
• Cross-reference consecutive group rooming lists, verify room type compatibility, document linked reservations, and coordinate with Front Office and Housekeeping to minimize room moves.
• Review and update group room assignments as rooming lists change; communicate unavoidable room moves and assignment conflicts before arrival.
• Coordinate VIP reservations, room preferences, special requests, welcome amenities, and approved upgrades with appropriate departments.
• Prepare and communicate VIP arrival details for executives, ownership, high-profile guests, site inspections, and other designated VIPs.
• Inspect designated group VIP guestrooms before arrival for readiness, cleanliness, requested amenities, and special arrangements; report and follow up on deficiencies.
• Greet arriving groups and group VIPs when necessary, assist with arrival coordination, and direct requests to appropriate team members.
• Coordinate group arrival and departure requirements, including early arrivals, late departures, accessible accommodations, connecting rooms, and special check-in arrangements.
• Review group resumes and communicate operational instructions to Front Office, Housekeeping, Bell/Valet, Food & Beverage, and other relevant teams.
• Conduct pre-arrival audits of group reservations to verify rates, room types, market/source codes, billing instructions, payment information, and special requests.
• Identify duplicate, overlapping, incomplete, or conflicting reservations and work with appropriate departments to resolve discrepancies.
• Maintain group arrival calendars, rooming list trackers, reservation records, and accurate status reports.
• Prepare group pickup and reservation reports and assist with post-departure reservation reconciliation and no-show review.
• Coordinate contracted group details with Sales while referring rate changes, inventory releases, and other revenue decisions to authorized management.
• Provide professional and timely service to group contacts, VIP guests, internal departments, and other stakeholders.
• Assist with reservation quality-control projects and other duties assigned by the Director of Revenue Management.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed