Group Rooms Coordinator

Four Seasons Hotels and Resorts • Chicago, IL

2d • $27 - $28 • Onsite

About The Position

The Group Rooms Coordinator is the on property expert responsible for ensuring every group booking is accurately built, maintained, and communicated from contract to departure. This role owns the integrity of group blocks, rooming lists, pickup management, and rate accuracy, while serving as the primary liaison between Sales, Conference Services, Revenue Management, Operational departments, and clients. Measures of success include timely and accurate processing of group turnovers, strong pickup and attrition management, precise Opera block maintenance, consistent communication with team, and adherence to Four Seasons standards in every stage of the group reservation lifecycle.

Requirements

• Strong technical skills
• Exceptional communication skills and command of English language.
• Strong Customer Service, Multi-tasking, and Communication Skills.
• Knowledge of Property Management Systems, preferably Opera.
• Responsive to constructive feedback from hotel leadership.

Nice To Haves

• Knowledge of Delphi Golden Sales & Catering preferred.
• Knowledge of Passkey preferred

Responsibilities

• Process all group turnovers: create new group file, send introduction letter, create rate code, verify cut-off date, send reminders, verify room block and rate info, hard block suites/special requests, and clean rate codes.
• Maintain Group Reservations email inboxes.
• Communicate group activity, pickup, attrition, and contractual guidelines to Group Contacts, Conference Service Managers (CSM), and Sales.
• Build web-link blocks and monitor availability and cut-off dates.
• Review and action all Group Resumes.
• Input, update, and monitor all group rooming lists.
• Run daily reports: Daily Transaction Report, Booking Recaps, Cut-Off Report, Group No Shows.
• Process rooming lists within 48 hours and send block report with confirmations.
• Set up billing and routing; provide accounting with contact details, block details, pickup, and attrition.
• Communicate group activity to Revenue Management; if needed maintain Golden Sales & Catering system with weekly pickup for current + next few months.
• Manage block inventory, cut-off dates, and prepare weekly pickup reports.
• Respond to client emails promptly.
• Ensure accurate rate info, deposits, and cancellation policies for confirmations; alert CSM to VIPs, billing details, manifests, etc.
• Serve as main Passkey Integration contact.
• Daily: Check for updates or rooming lists from the previous day.
• Update block notes for new definite groups.
• Prioritize urgent client/CSM/Sales emails.
• Send rooming lists to clients; answer questions; send confirmations as needed.
• Run cut-off report for groups cutting off within 3 days; notify CSM.
• Communicate attrition once rooming list is received.
• Work with CORE team on group communication.
• Support CORE duties involving phone volume and chat when necessary.
• Weekly: Prepare for pickup meeting: pull pickup report for citywide events arriving in next 90 days; flag issues.
• Attend and lead pickup meeting; communicate pickup & attrition to CSM.
• If unable to attend, designate CORE manager/supervisor.
• Send rooming lists to clients 1 week prior for call-in groups.
• Monthly / Ongoing: Group & Resume Review: Review amenity traces, billing, blocking, ETA/ETD, and special requests; communicate to departments.
• Attend resume meetings and pre-cons.
• Contract Review (at time of contracting): Review cancellation policies, no-walk clauses, unusual items, and reservation method.
• Transfer contract details into Opera block info.
• Attach deposits/cancellation as needed.
• Verify Opera block matches contract: room types, rates, concessions.

Benefits

• Compensation: $26.79 - $28.29 per hour
• Energizing Employee Culture where you are encouraged to be your true self!
• Comprehensive learning and development programs to help you elevate your craft.
• Competitive wages and benefits (Medical, Dental, Vision and Retirement Plan) as well as Paid Time Off & Holiday Pay
• 401(k) Retirement Plan including Employer Matching Program
• Inclusive and diverse employee engagement & recognition events all year-round.
• Exclusive discount and travel programs with Four Seasons
• Complimentary Dry Cleaning for Employee Uniforms & Employee Meals
• And so much more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees