Group Reservations & Billing Coordinator

Virgin Hotels, LLC; Las Vegas (NV); On-site; USD 40,000 - 60,000; Full time

Job summary

Virgin Hotels Las Vegas is seeking a Group Reservation Coordinator to manage contracted room blocks, group rooming lists, Passkey links, and billing under the Group Sales department. You will coordinate with Revenue Management, Sales Managers, and clients to ensure accurate rooming details, timely updates, and seamless group arrivals.

This role requires hospitality experience, strong organization, excellent communication, and the ability to handle multiple priorities in a fast-paced hotel

Qualifications

• Minimum one year experience in Hospitality (Hotel Group Sales, Reservations or Front Desk operations preferred).
• Current, legal, and unrestricted ability to work in the United States.
• Ability to communicate clearly in verbal and written English.
• Use all equipment associated with the position in an effective and efficient manner.
• Review, comprehend, and respond to all necessary documentation with a strong attention to detail.
• Must be able to sit for long periods of time.
• Ability to operate in a working environment that is sedentary in nature and subject to varying levels of noise.
• Must have excellent time management and administrative skills to complete execution of all planning details in an effective and efficient manner.
• Use all equipment associated with the position, including but not limited to: Microsoft Word, Excel and Outlook.
• The skills and abilities necessary for this position are typically acquired through the completion of a high school degree or equivalent, as well as two months of on-the-job training.

Responsibilities

• Build and manage group links via Passkey Group Booking Engine and LMS (property management system)
• Input all rooming lists for sales groups and balance room blocks by releasing any remaining inventory not contracted
• Ensuring billing for contacted nights, as well as shoulder dates are accurate and displaying correctly
• Manage rooming list changes for guest names, arrival/departure dates, and billing per clients requested within contract guidelines
• Print room delegate list for client and sales managers upon request
• Act as liaison between client and hotel Junction to ensure rooming needs are met
• Remain in constant communication with Revenue Management, Sales Managers, and CSMs
• Maintaining a list of individual Call-In Groups for Reservation Agents to refer to
• Maintain a file for each sales group entered in LMS (property management system). All rooming lists, block adjustments, and delegate changes are kept in this file. Once a group has been checked out, the group folders are stored
• Attend pre-convention meetings with clients to welcome them and address any concerns before the arrival of their guests
• Responsible for analyzing group room pick-up and attrition and communicating this information to clients in a professional and courteous manner
• Responsible for following up with Revenue Management and Sales to make sure that all rooming lists are received by the cut-off date or as soon as possible
• Effectively handle multiple priorities and reporting relationships
• Keep informed of all room types, packages and rates; describes rooms, venues and amenities
• Assist with answering guest calls and booking reservations based on business needs
• Keep up on all functions and special events pertaining to Virgin Hotels Las Vegas
• Follow through on all changes pertaining to guest reservations and requests
• Cooperate and coordinate with all related departments to provide the best possible service
• Provide superior service to all guests and clients. Demonstrates resiliency when dealing with a difficult customer
• Perform other duties as assigned to assist the Reservations, Revenue Management and Front Office departments

Skills

Team player

Communication

Presentation skills

Creativity

Innovative

Leadership

Customer service

Problem solving

Multitasking

Initiative

Education

High school diploma or equivalent

On-the-job training

Tools

Microsoft Word

Excel

Outlook

Agilysys LMS

Delphi

Passkey

Job description

Virgin Hotels Las Vegas is seeking a Group Reservation Coordinator to manage contracted room blocks, group rooming lists, Passkey links, and billing under the Group Sales department. You will coordinate with Revenue Management, Sales Managers, and clients to ensure accurate rooming details, timely updates, and seamless group arrivals.

This role requires hospitality experience, strong organization, excellent communication, and the ability to handle multiple priorities in a fast-paced hotel