Group Rooms Coordinator (Hotel Emma)

Silver Ventures, Inc. • San Antonio, TX

11h

About The Position

Hotel Emma is seeking a detail-oriented, service-driven Group Rooms Coordinator to support the planning and execution of group guestroom stays in a luxury, independent hotel environment. This role is responsible for ensuring group reservations are accurately built, maintained, and communicated across departments from contract execution through arrival and departure, with a strong emphasis on guest experience, operational readiness, and billing accuracy.

Requirements

• 1–3 years of experience in hotel reservations, group rooms coordination, sales support, front office operations, or a closely related hospitality role (luxury or upscale environment strongly preferred)
• Strong attention to detail, organization, and follow-through in a fast-paced environment managing multiple priorities and deadlines
• Excellent written and verbal communication skills with a professional, guest-centered approach
• Confidence navigating cross-functional coordination and solving issues calmly, accurately, and proactively

Responsibilities

• Coordinate group room blocks from contract execution through arrival and departure, maintaining accurate group records and room block details
• Review group contract terms and turnover documentation to ensure room allocations, rates, concessions, and special requests are reflected correctly in group reservations
• Monitor group booking pace and room pickup, adjust group allocations when appropriate, and help ensure inventory is managed in alignment with group terms and operational needs
• Conduct regular audits of group reservations to confirm rooming details, rates, and notes are complete and accurate prior to arriva
• Serve as a primary point of coordination between Sales, Revenue, Front Office, Reservations, and other operational teams to ensure group requirements are communicated clearly and executed consistently
• Communicate group updates, changes, and special requests to relevant teams to support smooth arrivals and minimize guest impact
• Partner with internal stakeholders to clarify responsibilities, resolve gaps in information, and maintain an organized, reliable handoff process for group stays
• Support rooming list processing and arrival planning, including managing updates, name changes, and special placement considerations as needed
• Coordinate with group contacts to manage frequent changes professionally and maintain clear expectations, especially for high-touch and time-sensitive group arrivals
• Ensure billing instructions, routing, and payment details for groups are set up correctly and communicated to the appropriate teams
• Resolve discrepancies related to room counts, rates, and billing details prior to group arrival, collaborating with accounting and internal partners when needed
• Respond promptly and professionally to group planner and guest inquiries via email and phone, maintaining a high standard of hospitality and accuracy

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees