Groups Coordinator

Revenue; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading hotel brand in Greater London is seeking a Groups Reservations Executive to manage group bookings and enhance the guest experience. The role involves coordinating reservations, maximising revenue, and serving as the primary contact for group clients. The ideal candidate will have a background in hospitality, exceptional communication skills, and the ability to manage multiple priorities. Join us to create memorable group stays and further your career in a dynamic environment.

Qualifications

• Experience in reservations, group coordination, or events, preferably in a hospitality setting.
• Confident and warm communicator with relationship-building skills.
• Strong organisational abilities and attention to detail are essential.

Responsibilities

• Coordinate group bookings from enquiry to post-event follow-up.
• Maximise revenue through effective room block management.
• Act as primary liaison for groups, ensuring seamless experiences.

Skills

Previous experience in reservations

Exceptional communication skills

Technical proficiency with Opera Cloud

Attention to detail

Ability to thrive in a dynamic environment

Flexibility and responsiveness

Job description

What’s Our Story?

Hotel Indigo reflects the character of its local surroundings, and here in Shepherd’s Bush, that means bold style, cultural flair, and individuality. Our team is at the heart of connecting with our neighbourhood and delivering standout guest experiences, and your role will be essential in bringing those big‑picture moments to life.

A Day in Your Neighborhood

• Coordinate group bookings end‑to‑end: Manage group reservations and events from initial enquiry through delivery and post‑event follow‑up, maintaining accurate rooming lists, contracts, billing instructions, and special requirements in Opera Cloud.
• Manage room blocks and maximise revenue: Balance inventory, monitor cut‑off dates, track room pick‑up and deposits, upsell premium room types where appropriate, and ensure accurate billing in line with contractual agreements and credit terms.
• Maintain accurate accounts and postings: Ensure rooming lists and individual booking instructions are correctly entered in Opera, and review daily group master account postings to confirm accuracy and proper authorisation of incidental charges.
• Act as primary liaison for groups: Serve as the main point of contact between clients and internal hotel teams, coordinating with Front of House, Housekeeping, and Food & Beverage to communicate all group details, including special requests, amenities, overflow breakfast, and dining arrangements, ensuring a seamless group experience.
• Support operations and client experience: Meet and greet group leaders on arrival, assist with smooth check‑ins, manage on‑site requests or changes, and ensure every touchpoint is handled with professionalism.
• Support credit risk management: Attend Credit Meetings and proactively highlight any potential credit risks to the Financial Controller and Credit Manager.
• Manage reporting and account adjustments: Attend weekly operational and group meetings, provide forecasts and summaries for upcoming business, maintain accurate records of cancellations, no‑shows, and modifications, and apply fees in line with contract terms and client agreements.
• Lead group meetings and documentation: Prepare and chair the weekly Groups Meeting (every Thursday), ensuring all departments are aligned, and produce a Group Summary Sheet for each booking to circulate at least one week prior to arrival.
• Represent the brand: Conduct site inspections and planning meetings with potential and confirmed clients, support events and site visits, and promote the Indigo brand.

What’s Your Story?

You’re organised, commercially aware, and thrive in a fast‑paced team environment. You’ll shine in this Groups Reservations Executive role if you have:

• Previous experience in reservations, group coordination, or events: Ideally gained within a hotel or hospitality environment, with a passion for delivering personalised, high‑quality guest experiences.
• Advantageous brand familiarity: Experience within the IHG portfolio is a plus.
• Exceptional communication and relationship‑building skills: Warm, confident, and guest‑focused, with the ability to create genuine connections and represent the brand with professionalism and positivity.
• Technical proficiency: Comfortable working with Opera Cloud or similar reservations systems.
• Impeccable attention to detail: Strong organisational skills and a commitment to accuracy in every task.
• Ability to thrive in a dynamic environment: Skilled at managing multiple priorities while remaining composed and service‑driven.
• Flexible and responsive: Willing to support occasional evening or weekend coverage based on business needs.

If you’re ready to help us deliver exceptional group stays with creativity and care, we’d love to hear your story. Join us as our Groups Reservations Executive at Hotel Indigo K West Shepherd’s Bush, and help make every stay part of something bigger.