Hotel Group Rooms Coordinator

Renaissance Columbus Westerville-Polaris Hotel
Westerville, OH

Description

Group Rooms Coordinator Position Summary

The Group Rooms Coordinator plays a vital role in ensuring the successful management of group and transient room inventory, reservations, and related sales support functions. This position is responsible for maintaining the accuracy of group room blocks, allocations, production, and pickup while serving as a key liaison between Sales, Catering, Revenue Management, Front Office, and other hotel departments.

Success in this role requires exceptional organization, attention to detail, and strong communication skills to ensure seamless coordination of group business from initial booking through post-event execution. Above all, the Group Rooms Coordinator is committed to delivering exceptional service that consistently exceeds guest and client expectations.

Essential Responsibilities

Sales & Client Support

• Serve as one of the primary points of contact for incoming sales inquiries, providing prompt, professional, and courteous service to clients and internal partners.
• Learn and utilize hotel sales systems and processes, including CI/TY, PMS, MARSHA, One Yield, and other hotel technology platforms.
• Develop an understanding of the hotel's sales strategies, room rates, inventory management, and revenue goals.

Group Reservations & Inventory Management

• Coordinate group room blocks with Sales, Catering, and clients to ensure accurate reservation management.
• Monitor group pickup, cut-off dates, and room block utilization, releasing unused inventory in a timely manner to maximize hotel revenue.
• Balance and reconcile room inventory daily across all applicable systems.
• Assist in managing group and transient inventory controls to optimize occupancy and profitability.
• Resolve rooming list challenges by communicating effectively with the appropriate departments.
• Communicate VIP reservation information to operational teams to ensure exceptional guest experiences.

Administrative & Financial Support

• Establish billing accounts in accordance with hotel accounting policies.
• Process weekly commission actuals accurately and on schedule.
• Actualize group events in the absence of Event Managers.
• Complete assigned administrative tasks related to group business, including client communications regarding important deadlines and other information to support a successful event.

Systems & Team Support

• Become the property's subject matter expert (SME) for Sales & Catering systems, including CI/TY and MARSHA.
• Promote data accuracy, process consistency, and efficient system usage.
• Assist with system training and provide guidance to team members regarding reservations.
• Serve as a liaison between departments to ensure effective communication and operational excellence.

Qualifications

• Previous hospitality, hotel reservations, sales support, or group housing experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with hotel sales systems or the ability to quickly learn new technology.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving skills with a proactive, team-oriented mindset.
• Commitment to providing outstanding customer service.

Benefits (Full-Time Associates)

• Competitive pay
• Medical, dental, and vision insurance
• Life insurance
• Short- and long-term disability coverage
• 401(k) with company match
• Discounted hotel room rates
• Training, professional development, and career advancement opportunities

Why Join Concord?

At Concord Hospitality, our culture is built on five core values: Quality, Integrity, Community, Profitability, and FUN. These principles guide everything we do and reflect our commitment to creating an exceptional workplace.

Our Associate First philosophy means we invest in our team members by providing opportunities for growth, recognizing outstanding performance, and fostering a collaborative, supportive work environment. If you're looking to build a rewarding career with a company that values its people as much as its guests, we'd love to hear from you.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.