Group Rooms Coordinator

The Mills House•Charleston, SC

About The Position

Join Our Team as a Group Rooms Coordinator! Are you detail-oriented, organized, and passionate about delivering exceptional guest experiences? We’re looking for a Group Rooms Coordinator to join our dynamic hospitality team! In this pivotal role, you’ll be the key connection between our sales, events, and front office teams—ensuring every group reservation runs smoothly from start to finish. The Group Rooms Coordinator is responsible for the accurate setup, management, and servicing of all group room block reservations. This role serves as the primary point of contact for room-block-only groups and works closely with Sales, Front Office, Revenue Management, Accounting, and Operations to ensure a seamless booking and arrival experience. The ideal candidate thrives in a fast-paced environment, communicates effortlessly with clients and colleagues, and takes pride in accuracy and efficiency. If you’re ready to grow your hospitality career and play a critical role in creating memorable stays, we’d love to have you on board!

Requirements

Prior hotel reservations, front desk, or group sales experience preferred
Familiarity with Hilton OnQ PM and/or OnQ R&I strongly preferred
Strong attention to detail and organizational skills
Excellent written and verbal communication skills
Ability to manage multiple deadlines in a fast-paced environment

Responsibilities

Input and manage all group room reservations in OnQ R&I and OnQ PM, including rooming lists, reservation changes, custom booking links, payment instructions, and critical group notes.
Complete consolidated pick-up performance reports within a week of group’s departure to help the events and accounting team ensure accurate billing.
Audit OnQ PM and OnQ R&I regularly to ensure reservation accuracy and compliance with group contracts.
Monitor group pickup and collaborate with Sales and Revenue Management to ensure proper availability and inventory controls.
Monitor, post, and reconcile No Show and Late Cancellation charges on a daily basis.
Serve as the primary service contact for room-block-only groups, ensuring timely and accurate communication throughout the lifecycle of the group.
Support the coordination of group accommodations and related activity, ensuring all details are executed accurately and on time.
Communicate and verify group information between meeting planners and internal Sales, Events, Front Desk, and Operations teams.
Collaborate with Front Desk and Operations to ensure smooth group arrivals, departures, and overall guest experience.
Maintain a thorough and up-to-date knowledge of hotel amenities, services, features, and hours of operation to confidently support clients and internal stakeholders.
Maintain organized and confidential sales files, reports, and correspondence in accordance with company standards.
Respond to incoming calls and inquiries in a courteous, professional, and timely manner.
Assist with special projects and initiatives as assigned by Sales leadership.