Group Rooms Coordinator

The Dewberry Charleston•Charleston, SC

1d•Onsite

About The Position

The Group Rooms Coordinator is the central point of contact for all group room blocks—from contract to pickup to final billing. This role safeguards inventory, revenue, and guest experience by accurately managing blocks, rooming lists, cutoff dates, attrition, and audit/compliance requirements while partnering closely with Reservations, Sales, Front Office, and Accounting.

Requirements

High School Diploma/GED or 1+ years of related experience and/or training; or equivalent combination of education and experience.
2+ years of hotel experience in the sales or reservations department; luxury experience preferred
Advanced Excel/Sheets skills (lookups, pivots, data validation); high attention to detail and data accuracy.
Excellent communication and stakeholder management; calm and organized under deadlines.
Ability to read demand signals and make timely inventory decisions with minimal supervision.
Experience with PMS/CRS: HMS, SynXis or equivalent
Experience with Sales & Events: Delphi.fdc/Amadeus, Tripleseat (for inventory references), or similar
Experience with Revenue: IDeaS/Duetto, Excel/Sheets for pace and pickup reporting
Experience with Payments/Billing: PMS/folio routing, deposit schedules, credit card authorizations, and direct bill procedures

Nice To Haves

luxury experience preferred

Responsibilities

Build, load, and maintain group blocks in the PMS/CRS with contracted pattern, rates, market codes, and allotments.
Monitor pickup daily; execute “wash,” add rooms, or re-forecast as needed to optimize sell-through.
Track cutoff dates and release excess inventory per contract and demand guidance.
Align controls with demand forecasts, citywides, and need dates in partnership with Revenue.
Interpret group contracts and ensure all terms (rates, comps, suites, upgrades, concessions, deposits, billing, attrition, cancellation) are correctly set up and enforced.
Maintain complete, auditable files (agreements, BEO summaries, addenda, tax-exempt forms, credit approvals, commission instructions).
Flag risk items (unrealistic pickup, missed deposit schedules, expiring cutoffs) early with clear solutions.
Contacts appropriate Sales Manager when room block is fully committed and requires an addendum to be quoted.
Receive and audit rooming lists; validate rate/room types, dates, share-withs, VIPs, and accessibility needs.
Manage name changes, arrivals/departures, and special requests; ensure data hygiene (profiles, routing, notes).
Coordinate pre-arrival letters, welcome amenities, and suite assignments with Front Office and Operations.
Lead the rooms portion of Pre-Con; distribute a Rooms Summary with status, VIPs, upgrades, comps, billing, and risks.
Provide daily in-house pickup and displacement snapshots during the event.
Post-con: reconcile pickup vs. contract, calculate attrition/credits, finalize rooming list, and hand off clean billing packets to Accounting.
Ensure group rates and codes are correctly fenced, visible (or hidden) as intended, and protected from rate integrity issues.
Produce and distribute group pickup, wash, and pace reports; contribute to weekly Revenue and Sales meetings.
Support displacement analysis and post-event profitability reviews.
Work closely with Sales (corporate, SMERF, entertainment, wedding), Catering/Events, Reservations, Front Office, and Accounting.
Serve as the “single source of truth” for group rooms status and communicate proactively with stakeholders and clients.
Assist Reservations team with handling external and internal phone calls, including reservations inquiries and bookings.
Other duties as assigned.