Group Rooms Coordinator

Pyramid Global Hospitality•Naples, FL

About The Position

Pyramid Global Hospitality is hiring a detail-oriented, guest-focused Group Rooms Coordinator for the Reservations team at Naples Grande Beach Resort. The role manages group room blocks and reservations from initial setup through arrival, departure, and reconciliation, ensuring reservation details are accurate and group guests receive seamless service. The coordinator is a key contact for group room needs and works with Reservations, Event Management, Sales, Revenue Management, Front Office, and other hotel teams. Naples Grande Beach Resort is a 474-room retreat on Florida’s Paradise Coast with direct access to three miles of beach and more than 88,000 square feet of indoor and outdoor meeting and event space. The property is undergoing a resort-wide revitalization expected to debut in early 2027. The Group Rooms Coordinator reports directly to the Director of Reservations and is an integral member of the Reservations team. The position also collaborates with Event Management and Sales to support group business.

Requirements

Previous hotel Reservations, Group Reservations, Front Office, or related hospitality experience is preferred.
Experience managing group room blocks and rooming lists is preferred.
Strong attention to detail and focus on reservation and inventory accuracy.
Excellent written and verbal communication skills.
Strong organizational and time-management skills, including the ability to manage multiple groups and deadlines simultaneously.
Guest-focused approach with strong problem-solving and follow-through skills.
Ability to work effectively and collaboratively across multiple hotel departments.
Proficiency with Microsoft Office, including Outlook and Excel.
Flexibility to support business needs, including occasional weekends and pre- or post-convention meetings.

Nice To Haves

Hilton and/or Opera Cloud experience is a plus.

Responsibilities

Create, maintain, and monitor group room blocks in the hotel’s reservation and property management systems.
Process rooming lists, individual group reservations, cancellations, name and date changes, and other reservation modifications.
Monitor group pickup, block utilization, inventory, and cutoff dates, and communicate potential concerns or opportunities.
Attend weekly Group Pickup Meetings to review pickup, upcoming cutoff dates, rooming-list status, block changes, and outstanding action items.
Serve as a primary Reservations contact for group room-related questions from guests, group contacts, and internal teams.
Communicate with Event Managers about rooming lists, VIPs, special requests, reservation changes, and other group room needs.
Ensure group rates, room types, dates, inventory, reservation instructions, and booking details are accurately reflected in hotel systems.
Conduct pre-arrival reviews of upcoming groups to verify reservations, VIPs, special requests, billing instructions, and other details.
Coordinate with Front Office and operational teams to support smooth group arrivals.
Participate in pre-convention and post-convention meetings as needed.
Assist with last-minute group reservation changes and room-related needs before and during group programs.
Review group blocks after departure and assist with reservation reconciliation or discrepancies.
Maintain accurate reservation comments, traces, alerts, and guest profile information.
Provide professional and responsive service to group contacts and guests throughout the reservation process.
Communicate significant changes, concerns, and potential issues to Reservations leadership and appropriate hotel departments.
Perform additional Reservations and group-related duties as assigned.