Rooms Coordinator

Auberge Collection•Town of Gardiner, NY

2d•$25

About The Position

The Rooms Coordinator plays a critical role in supporting the operational foundation of the guest experience at Wildflower Farms. This position is responsible for the coordination of room inventory, room assignments, and pre-arrival operational planning, ensuring each guest arrival is seamless, intentional, and executed to the highest standard. Working closely with Front Office, Housekeeping, Engineering, Itinerary Design, In-Room Dining, and Food & Beverage, the Rooms Coordinator ensures room assignments reflect guest preferences, operational flow, and business priorities. This includes reviewing upcoming arrivals, prioritizing VIPs and repeat guests, coordinating amenities, and aligning room readiness with guest expectations and operational needs. This role requires strong attention to detail, proactive planning, and the ability to anticipate and resolve challenges before they impact the guest experience. As a key behind-the-scenes operator, the Rooms Coordinator directly influences arrival readiness, housekeeping efficiency, and overall guest satisfaction. Success in this role requires sound judgment, the ability to prioritize competing demands, and confidence in making real-time operational decisions in a fast-paced environment. This position serves as a foundational role for future leadership within the Rooms Division.

Requirements

Previous experience in Front Office, Rooms Division, or Reservations (luxury hotel experience preferred)
Strong understanding of room inventory management and overall hotel operations
Experience with Opera (or similar PMS systems), with the ability to confidently manage reservations, room blocking, and inventory.
Exceptional attention to detail and strong organizational skills, with the ability to manage complex room assignments accurately
Ability to operate effectively in a fast-paced, high-volume environment with constantly shifting priorities and manage multiple multiple priorities simultaneously
Strong communication and coordination skills, with the ability to work effectively across departments
Ability to think critically, anticipate operational challenges, and proactively problem-solve
Ability to remain calm, focused, and solution-oriented under pressure

Nice To Haves

Familiarity with operational systems such as Alice, Canary and Book4Time preferred

Responsibilities

Room Assignment & Inventory Management
Take full ownership of room blocking and assignment strategy, ensuring all reservations are pre-assigned accurately and in alignment with guest preferences, rate codes, and operational needs
Ensure a high level of accuracy in room assignments, minimizing rework, room moves, and operational disruption
Proactively assign rooms for arrivals 5+ days in advance, with a focus on suites, notable guests, and complex itineraries
Ensure all connecting rooms, travel-with reservations, and group blocks are coordinated and aligned correctly
Monitor and balance inventory daily, identifying constraints and adjusting assignments to optimize availability and flow
Manage Out of Order (OOO) and Out of Service (OOS) rooms, ensuring accurate tracking, timely release, and proper communication across departments
Make real-time adjustments to room assignments based on operational changes, guest needs, and inventory constraints, ensuring minimal disruption to the overall operation
Pre-Arrival Planning & Guest Preparation
Review arrivals daily and in advance (same day, next day, and up to 7+ days out), ensuring all guest preferences, notes, and special requests are actioned
Identify and prioritize VIPs, notable guests, repeat guests, and special bookings, ensuring rooms are blocked and prepared accordingly
Coordinate early arrivals, back-to-back stays, and late check-outs to minimize operational friction and maximize room readiness
Ensure all pre-arrival details (ETA/ETD, amenities, room readiness) are accurately documented and communicated
Partner with relevant departments to ensure rooms are fully prepared in advance of arrival
Operational Coordination & Execution
Act as the central point of coordination between Front Office, Housekeeping, Engineering, and Reservations for all room-related operations
Monitor daily arrivals, departures, and room moves, ensuring smooth execution across all teams
Communicate priority rooms and early arrivals to Housekeeping, ensuring alignment on cleaning and readiness timelines
Support Engineering and Housekeeping with room status updates, maintenance holds, and room releases
Ensure showroom, site inspection, and internal use rooms are properly blocked and managed
Prioritize and balance competing operational demands, exercising sound judgment to support both guest experience and operational efficiency
Guest Experience Impact
Ensure every room assignment reflects guest preferences, operational flow, and overall experience standards
Ensure seamless arrivals by anticipating operational challenges and resolving them before guest impact
Contribute to guest satisfaction by enabling smooth, timely, and accurate room readiness
Support upgrades, prioritization, and strategic room placement based on guest profile and business needs
Support strong arrival readiness by ensuring rooms are prepared in alignment with guest expectations and operational timelines
Reporting, Systems & Accuracy
Maintain strong working knowledge of Opera and all relevant systems used for room assignment and inventory management
Review daily reports including arrivals, departures, room moves, and inventory status to ensure accuracy
Monitor reservations booked daily and ensure timely room assignment
Track and communicate inventory constraints, availability issues, and operational risks to leadership
Maintain organized documentation and reporting related to room status, assignments, and operational planning
Maintain consistent accuracy across all systems and reporting, ensuring room status, inventory, and assignments are reliable and up to date at all times
Communication & Collaboration
Maintain clear, consistent communication with all operational departments to ensure alignment on room readiness and priorities
Share updates on notable arrivals, room statuses, and operational constraints with leadership and relevant teams
Collaborate closely with Guest Services leadership to align room strategy with overall guest journey goals
Support a culture of teamwork, accountability, and proactive problem-solving