Groups Coordinator

The Group Coordinator is responsible for managing and coordinating all group bookings to ensure a seamless experience from initial inquiry to post-event follow-up. This role acts as the liaison between clients and hotel departments, ensuring exceptional service delivery consistent with 5-star hospitality standards.

Key Responsibilities

1. Group Booking Management

Handle group reservations from corporate, leisure, MICE, and travel agents.

Prepare and issue contracts, proposals, and confirmation letters.

Monitor room blocks, cut-off dates, and rooming lists.

Ensure accurate entry of group details in the PMS system.

2. Client Communication

Serve as the primary contact for group organizers.

Coordinate requirements including room setup, F&B, AV, transportation, and special requests.

Conduct site inspections and hotel tours for potential clients.

3. Interdepartmental Coordination

Liaise with Front Office, Housekeeping, F&B, Banquets, Finance, and Revenue teams.

Prepare and distribute group resumes and function sheets.

Ensure all departments are informed of VIP arrivals and special arrangements.

4. Revenue & Billing

Ensure correct billing instructions and payment schedules.

Monitor deposits, master accounts, and group folios.

Assist Revenue team in managing inventory and maximizing occupancy.

5. Event & Service Excellence

Attend pre-convention meetings.

Ensure group check-in and check-out processes run smoothly.

Resolve guest complaints promptly and professionally.

Qualifications & Skills

Bachelor’s degree in Hospitality Management or related field.

2–4 years experience in group reservations or sales coordination in a 5-star property.

Strong knowledge of PMS systems (e.g., Opera).

Excellent communication and negotiation skills.

Strong organizational and multitasking abilities.

High attention to detail.

Ability to work under pressure in a luxury environment.

Professional grooming and presentation standards.

Competencies

Customer-focused mindset

Strong interpersonal skills

Problem-solving ability

Time management

Team collaboration

Revenue awareness

Working Conditions

Flexible schedule including weekends and holidays.

Fast-paced luxury hotel environment.

Interaction with high-profile guests and international clients.

Job Type: Full-time

Application Question(s):

• How many years of experience do you have in handling group reservations fr. corporate, leisure, MICE, & travel agents?

Experience:

• 5 star Hotel: 1 year (Required)
• Opera PMS: 1 year (Required)