Group Reservations Coordinator

Omni Hotels & Resorts; Nashville (TN); On-site; USD 34,000 - 52,000; Full time

Job summary

Omni Nashville Hotel is seeking a detail-oriented Group Rooms Coordinator to meticulously manage and oversee the group reservation process. This role supports the Reservations Manager and collaborates with Revenue Management to ensure accurate room blocks, confirmations, and smooth guest experiences.

The ideal candidate will excel in Excel, multi-software environments, and maintaining precise group files while coordinating with Sales, Convention Services and DORM to optimize group bookings and

Qualifications

• Strong keyboard skills and attention to detail.
• Ability to analyze situations and make decisions meeting guest expectations.
• Must learn and master multiple hotel software systems.
• Proficient in Microsoft Excel and related tools.
• Willingness to work varied shifts including weekends and holidays.

Responsibilities

• Maintain positive guest relations at all times.
• Process reservations, group blocks, and rooming lists accurately and timely.
• Coordinate with Sales Team and Convention Services for group bookings.
• Ensure group billing and master accounts align with Omni SOPs and credit policies.
• Verify VIP, ETA, billing, arrival and departure dates for group resumes before weekly meetings.
• Attend departmental meetings and maintain detailed group files from contract to resume.

Skills

Strong keyboard skills

Analytical thinking

Organizational skills

Ability to learn software systems

Flexibility with shifts

Tools

Opera PMS

Delphi

Synergy

Kronos

Birchstreet

Job description

Omni Nashville Hotel

The Omni Nashville Hotel was specially created to be an authentic expression of Nashville's vibrant music culture. Across from the Music City Center, the luxury hotel is a one-of-a-kind experience, fully integrated with an expansion of the Country Music Hall of Fame and Museum on four levels. Located on Fifth Avenue between Demonbreun and Korean Veterans Blvd. The Omni Nashville Hotel design is a modern expression of the city's distinct character, incorporating natural materials, exposed steel and regional limestone. The multi-story hotel and expanded museum shares meeting and entertainment space and brings additional restaurants and retail venues to this dynamic destination in downtown Nashville.

The Omni Nashville Hotel's associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Omni Nashville may be your perfect match.

JOB DESCRIPTION

No Job Description for a position can possibly include all duties which may be requested by guest or required by the hotel. The objective of all positions is to effectively provide the services personally, or to immediately refer requests to the appropriate department manager. The following is a summary of the major responsibilities of the position.

DEPARTMENT: Sales & Marketing | Reservations

JOB TITLE: Group Rooms Coordinator

REPORTS TO: Reservations Manager

JOB PURPOSE: Meticulously manage and oversee the Group Reservation process.

Assist the Director of Revenue Management and Reservations Manager in daily duties including answering phones, filing and computer work.

ESSENTIAL JOB FUNCTIONS

• Maintain positive guest relations at all times


• Able to perform job functions with attention to detail, speed and accuracy


• Able to prioritize and organize work


• Make / Change / Cancel reservations.


• Liaise with Sales Team and Convention Services in coordinating group bookings


• Handle mail / correspondence.


• Process confirmations as needed.


• Enter/maintain Group blocks in the PMS system.


• Input group blocks in Epitome within 24 hours of receipt following the LSOP on building group blocks.


• Maintenance of group blocks to release room types not required as rooms pickup.


• Upkeep and maintenance of complete detailed group files for every documentation regarding the group from the contract to the group resume.


• Verification of the VIP, ETA, billing, arrival and departure dates, room types based upon group resumes prior to the weekly revenue meeting.


• Ensure that group blocks, group lists, group billing and cutoff dates are maintained.


• Process Rooming Lists accurately and in a timely manner.


• Check rooming list for accuracy.


• Pre-block all group needs for suites or connecting rooms.


• Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with Omni SOP's.


• Follow all Omni Credit Policies.


• Control suite inventory and specialty rooms according to suite request policy.


• Monitor group pickup and advise DORM if group should be re-forecasted.


• Report to the DORM any changes in group pickup that would affect selling strategies.


• Adhere to the selling strategies set by the DORM.


• Check Daily arrivals to ensure accurate reservations.


• Attend Pre-Convention Meetings, Resume Meetings, Group Pick up Meetings and Reservations Departmental meetings.

QUALIFICATIONS

• Strong keyboard skills.


• Must be able to analyze situations and make decisions that meet and exceed the expectations of the hotel.


• Ability to learn and master multiple software systems.


• Strong working knowledge of Microsoft Excel.


• Must be organized with the ability to handle multiple tasks.


• Previous hotel experience in a Reservations, Front Office, Sales and Marketing or Accounting environment is preferred.


• Maintain a professional business appearance, attitude, and performance.


• Must be able to work a variety of shifts, including weekends and holidays.

ENVIRONMENT & POSITION ANALYSIS

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.


• Stand, walk or sit for an extended period or for an entire work shift.


• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

TOOLS & EQUIPMENT

• Desktop computer (Opera, Delphi, Synergy, Microsoft Office, Kronos, Birchstreet), printer, telephone, copier, fax machine and scanner.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.