Group Rooms Coordinator

Job Title Group Rooms Coordinator

Department: Front Office / Rooms DivisionReports To: Front Office Director and Hotel ManagerEmployment Status: Hourly, Non-Exempt

Position Overview

The Group Rooms Coordinator is responsible for the accurate coordination and management of all group room reservations at Hotel Phoenix. This hourly position supports the Front Office and Hotel leadership by ensuring all group blocks, rooming lists, and billing instructions are properly entered, maintained, and communicated. The Group Rooms Coordinator works closely with Sales, Reservations, Front Office, Housekeeping, and Accounting to deliver a seamless and elevated experience for group guests while maintaining operational efficiency.

Essential Job Functions

Group Room Block Management

• Create, update, and manage all group room blocks in the HMS property management system in accordance with signed contracts.

• Ensure accuracy of group rates, room types, cut-off dates, pickup patterns, concessions, and billing instructions.

• Monitor group pickup and release rooms according to contractual guidelines and hotel standards.

• Process and update rooming lists accurately and within established deadlines.

Communication & Coordination

• Serve as the primary liaison for group room details between Sales, Front Office, Reservations, Housekeeping, and Accounting.

• Communicate group arrival and departure patterns, VIPs, special requests, and operational notes to appropriate departments.

• Support group pre-arrival planning meetings and ensure all departments are informed of group needs.

Front Office & Guest Experience Support

• Assist Front Office leadership with group arrivals, departures, and high-volume check-ins.

• Ensure guest profiles, preferences, and notes for group guests are accurately entered into HMS.

• Respond promptly and professionally to group-related inquiries or challenges, escalating concerns as needed.

Billing & Financial Accuracy

• Ensure correct routing of group charges and billing instructions in HMS.

• Review group folios prior to arrival and departure for accuracy.

• Assist with resolving billing discrepancies in collaboration with Accounting and Front Office leadership.

Reporting & Administrative Support

• Generate and distribute group pickup, arrival, in-house, and departure reports.

• Maintain organized and accurate group files and documentation.

• Assist with group forecasting and reporting as requested by leadership.

Knowledge, Skills & Abilities

• Prior hotel experience preferred; Front Office, Reservations, or Sales coordination experience strongly preferred.

• Working knowledge of HMS or similar property management systems.

• Strong organizational skills with exceptional attention to detail.

• Excellent written and verbal communication skills.

• Ability to prioritize tasks and manage multiple group accounts simultaneously.

• Strong guest service focus with a professional and positive demeanor.

Physical & Scheduling Requirements

• Ability to sit, stand, and work at a computer for extended periods.

• Ability to work a flexible schedule, including weekends and holidays, based on business needs.

• Ability to work effectively in a fast-paced, guest-focused environment.

Hotel Phoenix Standards

All associates are expected to:

• Uphold Hotel Phoenix service standards and core values.

• Maintain a professional appearance and demeanor at all times.

• Treat guests and fellow associates with respect and courtesy.

• Follow all hotel policies, procedures, and safety guidelines.