Group Rooms Coordinator | Hotel Interurban

Columbia Hospitality•Tukwila, WA

4d•$30 - $31•Hybrid

About The Position

Hotel Interurban is seeking a detail-oriented hospitality professional for the role of Group Rooms Coordinator. This dynamic position combines Front Desk and Sales responsibilities, allowing the individual to build relationships with group guests and facilitate their stays. The role involves serving as a key point of contact for group clients, managing room blocks and reservations, coordinating group arrivals and VIP experiences, and collaborating with various departments including Sales, Events, Front Office, and Accounting. Hotel Interurban is located above Seattle’s Southside with views of Mount Rainier and is situated in an area with dining, shopping, entertainment, and easy transportation access. The company emphasizes a people-first, values-driven team environment.

Requirements

Hospitality background required.
Hotel and Front Desk experience a plus.
Meticulous and detail-oriented with excellent time management skills.
Ability to occasionally work nights, weekends, and holidays.
Strong written and verbal communication skills.
Ability to write, proofread, and edit reports, business correspondence, and sales contracts.
Ability to effectively present information and respond to questions from team members, managers, clients, guests, and the general public.
Ability to carry out instructions provided in written and oral format.
Ability to add, subtract, multiply, and divide in all applicable units of measure, using whole numbers, fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to compute discounts, interest, commissions, proportions, and percentages.
Strong computer literacy in Microsoft Office, especially Word, Excel, and Outlook.
Detail-oriented with strong multi-tasking and organizational skills.
Ability to solve problems and make decisions in routine situations.
Strong personal skills, including time management, planning and organizing, and delivery of results.
Positive can-do attitude and the ability to adapt to a variety of situations.
Must adhere to Columbia Hospitality Policies and Procedures.

Nice To Haves

Hotel and Front Desk experience

Responsibilities

Manage all group and contracted business-related guestroom reservations, including inputting rooming lists, adding routing notes and special requests, washing room blocks, making changes to existing reservations, and creating/managing Synxis group booking links.
Prepare group resumes and lead resume meetings for operations and sales teams.
Capture upsell and upgrade opportunities for group guests and anticipate the needs of all group guests and VIPs.
Serve as the main point of contact for group room contacts leading up to arrival, sending all correspondence and notifications related to rooming lists, attrition, and important reminders.
Greet group contacts at the front desk upon arrival and work with the front desk team to facilitate check-in and the group guest experience.
Prepare signage for Lobby and Event Spaces and deliver handwritten notes with amenities for VIPs and event contacts.
Maintain communication with group clients regarding guestroom reservations, deposits, and invoices.
Process sales department invoices, including maintaining digital file copies, handing off to accounting, and organizing/tracking.
Manage group Posting Master accounts, ensuring routing and all postings are correct.
Send deposit and final payment requests per contract payment schedule.
Verify that all necessary documents and payments are on file prior to group arrival and notify appropriate sales/events manager of any issues or missing items.
Maintain communication with accounting and sales/events teams to ensure an efficient collection process.
Generate reports related to group cutoff dates, deposits due, and open balances.
Provide customers/group contacts with accurate and timely invoices, statements, and payment schedules.
Assist with the front desk amenity program, including assigning and ensuring delivery for groups, as well as assisting with inventory and organization.
Assist with special projects and ad hoc assignments, which may include data entry, administrative duties, covering front desk or night audit duties under special circumstances, inventory, creating site tour collateral packets, assisting with prospecting efforts, and assisting the banquet team.
Maintain confidentiality of all guest information and property data.
Keep accurate and complete records of messages and other required information.
Perform other reasonable job duties as requested by Supervisors/Managers.