Group Rooms Coordinator

Wilderness Resort•Wisconsin Dells, WI

About The Position

The Group Rooms Coordinator supports Sales and Catering staff with group room block data entry, rooming lists, and group coordination across RDP, Amadeus, Event Connect, and other third-party reservation systems. The role monitors cutoff dates, blind cutting, and rate adjustments; tracks room blocks and helps manage group inventory; and coordinates group arrivals and departures. The coordinator serves as a liaison between clients and Sales and Catering, communicates with guests and resort departments, and maintains awareness of upcoming groups and major events. When Conference Center operations require desk coverage, the coordinator works from the remote check-in area and performs guest-services duties, including registering and assigning rooms, processing payments, issuing keys, handling inquiries, and managing cash banks and daily concession sales. The role also distributes staff paychecks and performs other duties assigned by management.

Responsibilities

Provide superior guest service in accordance with Guest Services training.
Act as liaison between clients and Sales and Catering staff.
Enter and update group room blocks in RDP and Amadeus.
Enter and adjust rooming lists, including in Event Connect for Woodside events and other third-party reservation systems as introduced.
Monitor cutoff dates, blind cutting, rate adjustments, and group inventory.
Prepare weekly room-block tracking reports and alert Sales Managers and Event Detailers when blocks need attention; assist with managing group inventory.
Coordinate operational and system processes for group arrivals and departures.
Maintain working knowledge of Sales, Front Office, and Accounting processes related to groups.
Complete final group pickup after departure and ensure Amadeus and RDP are synchronized.
Communicate with the Reservations department, Revenue Manager, Director of Sales, guests, and other managers about group activity and resort coordination.
Field Conference Center calls and direct inquiries to the appropriate Sales Managers.
Contact the appropriate department when guests have special requests, requirements, or needs.
Stay aware of groups and major events scheduled in the upcoming 90 days and attend weekly Sales Meetings.
Distribute staff paychecks, obtain signatures, and give leftover checks to the Administrative Assistant for delivery to Human Resources.
Staff the remote check-in area when Conference Center business requires it.
Greet, register, and assign rooms to hotel guests; verify credit, establish payment arrangements, and obtain deposits and identification when necessary.
Obtain tax-exempt documents from eligible guests and follow procedures for uploading them; ensure required documents are received and filed.
Compute bills, collect payments, make change, issue room keys, direct guests to their rooms, and review accounts and charges at checkout.
Manage cash banks and daily concession sales during remote desk hours.
Perform other duties as assigned by management.