Group Reservations Coordinator

Loews Hotels & Co; Nashville (TN); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Health benefits

401(k) with company match

Paid time off (Sick, Vacation, Holiday

Paid Bereavement

Tuition Reimbursement

Pet Insurance

Team Member Hotel Rates

Job summary

Loews Hotels & Co in Nashville seeks a Group Reservations Coordinator to manage contracted group room blocks, turnovers, and communications with clients and internal teams. You will ensure accuracy, handle rooming lists and rates, and support booking configurations while maintaining service standards.

The role requires hospitality experience, excellent communication, and strong organization. This position supports hotel revenue goals and guest satisfaction in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• Minimum of two years of hospitality experience.
• Strong customer service focus with exceptional hospitality and guest relations.
• Excellent verbal and written communication skills in English, with professional telephone etiquette.
• Proficient in Microsoft Office; Opera experience preferred.
• Strong organizational skills with the ability to prioritize and manage multiple tasks.
• Typing proficiency of at least 25 words per minute.
• Previous reservations and/or front desk experience preferred.
• Bilingual or multilingual language skills are a plus.

Responsibilities

• Manage all contracted group room blocks from turnover through departure, ensuring accuracy and contract compliance.
• Review turnovers, rooming lists, rates, and room assignments; adjust as needed.
• Maintain group inventory, sell messages, and booking configurations, including group landing pages.
• Communicate cut-off dates, rooming deadlines, and other key information promptly and professionally.
• Serve as the primary contact for group reservation inquiries via phone and email.
• Assist group contacts with booking tools, reservation processes, and technical issues.
• Coordinate rooming list administration, including submission and data entry support.
• Identify and address room block concerns, special requests, and sold-out dates.
• Ensure accurate reservation details, billing, VIP accommodations, and requests.
• Prepare and distribute group reports (weekly pick-up, rooming, post-convention).
• Monitor group pick-up and trends; inform Sales and Events leadership of concerns.
• Participate in pre-convention meetings and other planning activities.
• Maintain organized group records and communicate with internal departments on status.
• Support departmental goals through attendance, training participation, and schedule flexibility.

Education

High school diploma or equivalent

Tools

Microsoft Office

Opera

Job description

Who We Are

Founded in 1960, Loews Hotels & Co operates iconic hotels and resorts across the U.S. Together, our diverse and welcoming teams craft exceptional experiences in iconic destinations.

Creating a Team Member experience where you belong no matter what age, race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status that makes you, you is a daily focus for us.

Growth and belonging start here

you'll be valued for who you are and the goals you have. Whether your next career chapter involves making memories for guests or supporting our properties in our Corporate Office, every role-from Guest Services to Finance, Culinary to IT-offers opportunities to grow and make a meaningful impact.

What We Offer

• Competitive health & wellness benefits, 401(k) & company match

• Paid Sick Days, Vacation, and Holidays, Paid Bereavement, Paid Pet Bereavement

• Training & Development opportunities, career growth

• Tuition Reimbursement

• Pet Insurance

• Team Member Hotel Rates, other discounts, perks and more

What We're Looking For

A Group Reservations Coordinator oversees the accurate processing and management of all contracted group room blocks while upholding Loews Hotels' "Four Diamond and More" service standards. As the primary contact for group rooming inquiries and issues, this role delivers exceptional service through warm, professional, and efficient communication. The position ensures contracted rooming requirements are fulfilled and works to accommodate needs outside the block or provide suitable alternatives that support hotel revenue goals. Group Reservations Coordinators maintain direct relationships with key group contacts through phone and email communication. They also serve as a critical liaison for internal teams by providing timely updates on group block status, challenges, and related operational needs.

Who You Are

• Strong communication skills with the ability to provide excellent customer service.

• Detail-oriented and accurate when managing reservations, room blocks, and guest requests.

• Proactive and resourceful in resolving issues and meeting client needs.

• Organized and able to manage multiple priorities in a fast-paced environment.

• Professional, dependable, and focused on delivering a positive guest experience.

• Veterans and military spouses encouraged to apply.

What You Will Do

• Manage all contracted group room blocks from turnover through departure, ensuring accuracy and compliance with contract terms.

• Review group turnovers, rooming lists, rates, and room assignments; make adjustments as needed.

• Maintain group inventory, sell messages, and booking configurations, including group landing pages when applicable.

• Communicate cut-off dates, rooming deadlines, and other key information promptly and professionally.

• Serve as the primary contact for group reservation inquiries, providing exceptional service via phone and email.

• Assist group contacts with booking tools, reservation processes, and technical issues.

• Coordinate rooming list administration, including submission and data entry support through reservation systems.

• Proactively identify and address room block concerns, special requests, sold-out dates, and out-of-block needs.

• Ensure accurate reservation details, billing arrangements, VIP accommodations, and special guest requests.

• Prepare, update, and distribute group reports, including weekly pick-up, rooming, and post-convention reports.

• Monitor group pick-up, attrition risk, and performance trends; communicate concerns to Sales and Events leadership.

• Participate in pre-convention meetings, resume reviews, and other group planning activities as required.

• Maintain organized group records and provide timely communication to internal departments regarding group status and operational needs.

• Support departmental goals through accurate work, attendance, required training participation, schedule flexibility, and other duties as assigned.

Your Qualifications Include

• High school diploma or equivalent required.

• Minimum of two years of hospitality experience required.

• Strong customer service focus with exceptional hospitality and guest relations skills.

• Excellent verbal and written communication skills in English, including professional telephone etiquette.

• Proficient computer skills, including Microsoft Office; Opera experience preferred.

• Strong organizational skills with the ability to prioritize and manage multiple tasks effectively.

• Typing proficiency of at least 25 words per minute.

• Previous reservations and/or front desk experience preferred.

• Bilingual or multilingual language skills are a plus.