Group Reservations Coordinator

Salamander Middleburg; Middleburg (VA); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

Medical, Dental & Vision Insurance

401(k) with Company Match

Paid Time Off & Holiday Pay

Complimentary Employee Meals

Resort Discounts on Dining, Spa & Stys

Job summary

Salamander Middleburg, located in Middleburg, VA, seeks a Group Reservations Coordinator to liaison among Sales, Conference Services, Catering, Reservations, and Accounting, ensuring seamless group bookings and guest experiences. The role manages blocks, reservations, billing, and arrivals to maximize revenue.

The position requires 2+ years in hotel reservations or related hospitality roles, familiarity with Opera/Passkey/Delphi, and strong organizational and customer service skills.

Qualifications

• Associate degree or equivalent combination of education and experience preferred.
• Minimum two years of hotel reservations, group sales support, conference services, or hospitality experience.
• Luxury hotel or resort experience preferred.
• Experience with Opera PMS, Passkey, and Delphi preferred.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong organizational, communication, and customer service skills.
• Must be at least 18 years old.
• Flexible schedule, including occasional evenings and weekends as business needs require.

Responsibilities

• Manage group room blocks and reservations in Opera, Passkey, and Delphi.
• Process group requests, rooming lists, changes, and cancellations.
• Coordinate with group contacts on reservations, billing, and special requests.
• Ensure group billing aligns with accounting policies.
• Collaborate with Conference Services, Catering, Sales, Revenue Management, and Accounting.
• Attend pre-conference meetings and client bill reviews as needed.
• Coordinate VIP arrivals, room drops, amenities, and special accommodations.
• Prepare and distribute daily group arrival reports.
• Work with Rooms Operations to ensure successful group arrivals.
• Maintain accurate group files and reservation records.
• Assist with special projects and operational tasks as assigned.

Skills

Strong organizational skills

Customer service

Communication

Multitasking

Education

Associate degree

Tools

Opera PMS

Passkey

Delphi

Microsoft Office

Job description

Group Reservations Coordinator

Salamander Middleburg | Middleburg, VA | Full-Time

Join Our Team

At Salamander Middleburg, hospitality is more than a job—it’s a passion. As a Forbes Triple Five-Star resort, we seek service professionals who take pride in creating exceptional guest experiences, building meaningful relationships, and delivering personalized luxury service. If you are committed to excellence and thrive in a collaborative, guest-focused environment, we invite you to join our award-winning team.

Nestled in the rolling hills of Virginia’s wine and equestrian country, Salamander Middleburg is recognized for its exceptional service, luxury accommodations, and commitment to developing talented hospitality professionals.

Position Summary

The Group Reservations Coordinator serves as the primary liaison between Sales, Conference Services, Catering, Reservations, Accounting, and Rooms Operations to ensure seamless group bookings and exceptional guest experiences. This role is responsible for managing group room blocks, reservations, billing arrangements, and group arrivals while maximizing room inventory and revenue opportunities.

Key Responsibilities

• Manage group room blocks and reservations in Opera, Passkey, and Delphi.
• Process group reservation requests, rooming lists, changes, and cancellations.
• Coordinate directly with group contacts regarding reservations, billing, and special requests.
• Ensure group billing is established accurately according to accounting policies.
• Partner with Conference Services, Catering, Sales, Revenue Management, and Accounting teams on all group business.
• Attend pre-conference meetings and client bill reviews as needed.
• Coordinate VIP arrivals, room drops, amenities, and special accommodations.
• Prepare and distribute daily group arrival reports to operational departments.
• Work closely with Rooms Operations to ensure successful group arrivals and guest satisfaction.
• Maintain accurate group files and reservation records.
• Assist with special projects and operational tasks as assigned.

Qualifications

• Associate degree or equivalent combination of education and experience preferred.
• Minimum two years of hotel reservations, group sales support, conference services, or hospitality experience.
• Luxury hotel or resort experience preferred.
• Experience with Opera PMS, Passkey, and Delphi preferred.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities in a fast-paced luxury environment.
• Must be at least 18 years of age.
• Flexible schedule, including occasional evenings and weekends as business needs require.

Why Salamander?

• Competitive Pay
• Medical, Dental & Vision Insurance
• 401(k) with Company Match
• Paid Time Off & Holiday Pay
• Complimentary Employee Meals
• Resort Discounts on Dining, Spa & Stays
• Career Development & Advancement Opportunities
• Work at one of the nation’s premier Forbes Five-Star luxury resorts

Salamander Collection is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.