Coordinator Groups Room

Sage Hospitality•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 an organized, seamless experience for guests, meeting planners, hotel associates, owners, and communities. The role handles group room blocks, rooming lists, reservations, special requests, billing setup, and group-related records and reports, while communicating with clients and hotel departments. The coordinator monitors room pickup, cutoff dates, rates, room types, availability, and contractual requirements to support revenue and guest satisfaction. They maintain group files, review reservations and rooming lists for accuracy, coordinate with housing bureaus and meeting planners, prepare for group pickup meetings, and share relevant information with revenue management, convention services, accounting, and other hotel teams.

Requirements

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-formatting skills.
Strong editing skills.
Excellent attention to detail and ability to multitask.
Knowledge of FSPMS.
Ability to respond to telephone inquiries and handle clients and associates.
Ability to use a computer, file, and check a diary.
Clear speech communication skills to communicate with customers and other departments.
Comprehension and literacy skills sufficient to read contracts and managers’ 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 while providing customer service in the appropriate brand voice.
Maintain accurate group blocks, including cutoff dates, room pickup, room types, suite blocks, and rates.
Ensure billing is set up accurately for prompt processing.
Identify, block, and process staff, VIP, and complimentary room reservations for each group.
Ensure appropriate inventory and information are available for individual call-in groups through designated booking channels.
Create and maintain a master file for each group, including approved changes and documented conversations with clients, convention services managers, and sales managers.
Monitor group pickup, cutoff dates, rate 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.
Ensure room blocks match the group’s pattern and that room-type blocks cover the duration of the block; update blocks as pickup changes or cutoff dates are reached, and seek approval for rooms beyond the contracted block.
Create StarGroups websites and links as needed and communicate details to Convention Services and the meeting contact.
Facilitate rooming-list entry using the meeting planner’s chosen method and ensure information is available for individual call-in groups.
Review rooming lists for accuracy, format, and billing requirements; identify, process, and block staff and VIP rooms as needed.
Block special-request reservations and suites, and facilitate requests through StarGuest and direct property communication.
Monitor housing bureau pickup, make adjustments as needed, and communicate with the management team.
Coordinate between housing bureaus or meeting planners and the hotel to support the use of Reservation Connection and/or Reservation Cross Check tools.
Facilitate 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 executed.
Prepare reports for each hotel’s Group Pickup meeting and discuss group pickup and trends.
Communicate timely information to Revenue Management and Convention Services teams that could affect group performance.
Work with Sales, Front Desk, and other departments to support a seamless guest stay.