Group Rooms Coordinator (Hotel Emma)

Hotel Emma is seeking a detail-oriented, service-driven Group Rooms Coordinator to support the planning and execution of group guestroom stays in a luxury, independent hotel environment. This role is responsible for ensuring group reservations are accurately built, maintained, and communicated across departments from contract execution through arrival and departure, with a strong emphasis on guest experience, operational readiness, and billing accuracy.

Key Responsibilities

Group Room Block Coordination & Accuracy

• Coordinate group room blocks from contract execution through arrival and departure, maintaining accurate group records and room block details


• Review group contract terms and turnover documentation to ensure room allocations, rates, concessions, and special requests are reflected correctly in group reservations


• Monitor group booking pace and room pickup, adjust group allocations when appropriate, and help ensure inventory is managed in alignment with group terms and operational needs


• Conduct regular audits of group reservations to confirm rooming details, rates, and notes are complete and accurate prior to arriva

Cross-Functional Collaboration & Communication

• Serve as a primary point of coordination between Sales, Revenue, Front Office, Reservations, and other operational teams to ensure group requirements are communicated clearly and executed consistently


• Communicate group updates, changes, and special requests to relevant teams to support smooth arrivals and minimize guest impact


• Partner with internal stakeholders to clarify responsibilities, resolve gaps in information, and maintain an organized, reliable handoff process for group stays


• Pre-Arrival Planning & Rooming List Support


• Support rooming list processing and arrival planning, including managing updates, name changes, and special placement considerations as needed


• Coordinate with group contacts to manage frequent changes professionally and maintain clear expectations, especially for high-touch and time-sensitive group arrivals

Billing Setup & Issue Resolution

• Ensure billing instructions, routing, and payment details for groups are set up correctly and communicated to the appropriate teams

• Resolve discrepancies related to room counts, rates, and billing details prior to group arrival, collaborating with accounting and internal partners when needed

• Respond promptly and professionally to group planner and guest inquiries via email and phone, maintaining a high standard of hospitality and accuracy

What Success Looks Like in This Role

• Group reservations and rooming lists are accurate, organized, and ready for operations ahead of arrival

• Departments have timely, clear information to deliver seamless arrivals and consistent guest service for group stays

• Billing instructions are correct and issues are resolved proactively, reducing last-minute complications

Qualifications

• 1–3 years of experience in hotel reservations, group rooms coordination, sales support, front office operations, or a closely related hospitality role (luxury or upscale environment strongly preferred)

• Strong attention to detail, organization, and follow-through in a fast-paced environment managing multiple priorities and deadlines

• Excellent written and verbal communication skills with a professional, guest-centered approach

• Confidence navigating cross-functional coordination and solving issues calmly, accurately, and proactively

Schedule & Work Style Expectations

This role supports time-sensitive arrival windows and evolving group needs; flexibility is required during peak group periods and major arrivals.