Groups Rooms Coordinator | Full Time

Omni Hotels & Spas•Amelia Island, FL

19h

About The Position

The Groups Rooms Coordinator ensures group bookings are handled and processed efficiently and accurately through consistent interactions with the Sales and Convention Services departments. The role assists the Reservations Manager and Director of Revenue Management with the department’s day-to-day activities. The coordinator manages group and transient room blocks, reservations, rooming lists, billing, availability, commissions, and reservation-related guest and agent inquiries.

Requirements

Knowledge of four-diamond or four-star customer service standards.
Previous experience in luxury hotel customer service or reservations is strongly preferred.
Proficiency with Microsoft Office, Excel, and Word.
Excellent, professional communication skills.
Strong attention to detail and organizational skills in a fast-paced environment.
Ability to multitask while working with up to 50–60 future groups.

Nice To Haves

Experience with Delphi, Opera ORS, and Opera PMS is strongly preferred.
Previous experience using Passkey, NomadixCMS, and the iMeeting Planner app is preferred.

Responsibilities

Review group blocks for cutoff-date extensions and ensure blocks are created and monitored correctly before, during, and after group dates.
Attend weekly group pickup meetings.
Run daily group arrival lists for future arrival dates and daily no-show reports.
Check for duplicate reservations by contacting callers to confirm guest names and special requests.
Check group reservation errors and contact the reservation caller or group contact to obtain and verify information.
Work with the Convention Service Manager and group clients on rooming lists, reservation changes, and group billing according to contracts and email history.
Complete group commission reports after groups depart.
Monitor room-type availability daily.
Monitor non-guaranteed reservations daily, contact reservation callers if needed, and cancel reservations when required.
Create and maintain group and transient room blocks, ensuring reservations have correct billing and other necessary information.
Complete competition rate analysis as needed.
Take in-house reservation calls from customers and OmniRez agents requesting on-property assistance, as well as other calls related to room reservations.
Monitor Internet and FIT bookings, availability, and billing, and complete commission payment requests accordingly.
Assist with VIP and internal reservations, communicating issues to the Reservations Manager or OmniRez HelpDesk Supervisor.
Assist with fax and email reservations.
Research outstanding travel agent commissions for groups.
Research and charge for no-shows, cancellations, and deposits.