Group Reservations Coordinator

The Joseph Hotel - Nashville; Nashville (TN); On-site; USD 40,000 - 65,000; Full time

Benefits offered by this job

Life, AD&D Insurance

401(k) with company match

Paid time off (PTO)

Hotel discounts

Job summary

The Joseph is seeking a Group Reservations Coordinator in Nashville to manage group room blocks from contract through guest arrival. You will coordinate with Sales, Catering & Events, Revenue Management, Front Office and Accounting to ensure seamless group experiences at our Forbes‑rated property.

Ideal candidates have 1–2 years of hotel reservations experience, strong Lightspeed skills, and excellent organizational and communication abilities. Evening/weekend availability may be required.

Qualifications

• High school diploma or equivalent; Associate/Bachelor preferred.
• 1–2 years of hotel reservations experience, luxury environment preferred.
• Strong Lightspeed knowledge for group blocks and reporting.
• Proficiency in Word, Excel, and Outlook.
• Experience with Delphi or similar hotel systems is a plus.
• Excellent organizational and communication skills.

Responsibilities

• Build and maintain group room blocks in Lightspeed per contracts.
• Review contracts, resumes, and docs for accurate setup and billing.
• Manage rooming lists, reservations, changes, and cancellations.
• Monitor group pickup and attrition; report trends to Sales/Revenue.
• Coordinate with Sales, Catering & Events on specifications and VIPs.
• Handle deposits, advance payments, routing, and billing with Accounting.
• Communicate deadlines and procedures to group contacts.
• Prepare group resumes, VIP lists, and pre-arrival reports.
• Ensure smooth arrivals/departures with Front Office.
• Release unpicked inventory with Revenue Management.
• Maintain organized group files and documentation.
• Respond promptly to inquiries from groups and internal teams.
• Assist forecasting, reporting and tracking of group room revenue.

Skills

Lightspeed

Hotel reservations experience

MS Office

Delphi

Organizational skills

Communication skills

Hospitality mindset

Education

Associate’s or Bachelor’s degree in Hospitality Management, Business, or related field

High school diploma or equivalent

Tools

Lightspeed

Delphi

Job description

Full-time Group Reservations Coordinator

Full Time The Joseph, Nashville, TN, US

GROUP RESERVATIONS COORDINATOR

The Joseph, a Luxury Collection Hotel, Nashville

ABOUT THE JOSEPH

The Joseph is an expression of modern luxury rooted in art, culture, and the warmth of true hospitality. Situated in the heart of Nashville, it offers a refined escape where thoughtful design, world-class culinary experiences, and meaningful service come together effortlessly.

The Joseph invites guests into a world that feels both elevated and deeply personal. From curated art collections and immersive dining to serene guestrooms and intimate gathering spaces, every detail is designed to create an experience of Nashville at its most refined.

POSITION OVERVIEW

The Group Reservations Coordinator plays an essential role in creating a seamless experience for groups staying at The Joseph. This position manages the reservation process for group room blocks from contract signing through guest arrival, ensuring every detail is accurately captured, communicated, and executed.

Working closely with Sales, Catering & Events, Revenue Management, Front Office, and Accounting, the Group Reservations Coordinator ensures group accommodations are thoughtfully coordinated while delivering the elevated, personalized service expected of a luxury hotel and a Forbes-rated property.

Schedule: Full-Time; occasional evenings and weekends based on business needs

WHAT YOU’LL DO

• Build and maintain group room blocks in Lightspeed according to signed contracts, including room types, rates, inventory, and cutoff dates.
• Review group contracts, resumes, and supporting documentation to ensure accurate setup of room blocks, billing instructions, and special arrangements.
• Manage rooming lists, individual call-in reservations, modifications, cancellations, and other group reservation changes.
• Monitor group pickup and attrition against contracted room blocks and communicate trends or concerns to Sales and Revenue Management.
• Partner with Sales and Catering & Events to confirm group specifications, VIP arrivals, amenities, preferences, and special requests.
• Coordinate group deposits, advance payments, routing, and billing setup with Accounting and Front Office.
• Communicate proactively and professionally with group contacts regarding rooming lists, cutoff dates, reservation procedures, and important deadlines.
• Prepare and distribute group resumes, VIP lists, pre-arrival reports, and other pertinent group information to hotel departments.
• Partner with Front Office to ensure seamless group arrivals and departures, including room assignments and pre-keying when applicable.
• Release unpicked group inventory according to established cutoff dates in partnership with Revenue Management.
• Maintain organized and accurate group files, contracts, correspondence, rooming lists, and reservation documentation.
• Respond promptly and professionally to inquiries from group contacts, travel advisors, guests, and internal departments.
• Assist with forecasting, reporting, and tracking related to group room revenue and pickup.
• Support individual reservations and overflow reservation volume when business needs require.
• Maintain strict confidentiality regarding guest, group, company, billing, and rate information.
• Perform additional responsibilities as assigned by the Director of Reservations or Rooms Division leadership.

WHAT WE’RE LOOKING FOR

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Hospitality Management, Business, or a related field preferred.
• Minimum of 1–2 years of hotel reservations, front desk, sales coordination, or group reservations experience, preferably within a luxury or four-star hotel environment.
• Strong working knowledge of Lightspeed, including group block creation, rooming lists, reservation management, and reporting.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Experience with hotel sales and catering systems such as Delphi or a similar platform is preferred.
• Exceptional organizational skills with the ability to manage multiple groups, deadlines, rooming lists, and cutoff dates simultaneously.
• Excellent written and verbal communication skills with a polished and professional presence.
• Strong attention to detail and accuracy when handling reservations, contracts, rates, billing instructions, and guest information.
• A genuine hospitality mindset and commitment to creating personalized experiences for guests and group contacts.
• Ability to anticipate needs, identify potential challenges, and communicate solutions proactively.
• Ability to work independently while collaborating effectively across Sales, Catering & Events, Revenue Management, Front Office, and Accounting.
• Flexibility to work occasional evenings and weekends based on group activity and hotel business needs.

BENEFITS & PERKS

At The Joseph and Makeready, taking care of our team is an important part of how we take care of our guests. Eligible hourly team members have access to a comprehensive collection of benefits, assistance programs, and perks, including:

• Life, AD&D & Basic Life Insurance
• Short-Term & Long-Term Disability Coverage
• Voluntary Hospital, Accident & Illness Plans
• Optional Legal Plan
• SupportLinc Employee Assistance Program
• Wellness Initiatives
• Pet Insurance available for purchase

Financial & Family Support

• 401(k) Retirement Plan with Company Match
• Tuition Reimbursement Program
• Student Loan Repayment Assistance – up to $150 per month
• Childcare Assistance Match – up to $100 per month per child or eligible disabled spouse or parent
• Paid Maternity & Paternity Leave

Paid Time Off

• Opportunity to earn up to four weeks of PTO within your first year
• Additional Birthday PTO
• Opportunities to exchange eligible PTO for qualifying expenses, including education, dependent care, groceries, fitness/wellness, travel, HSA contributions, 401(k)/Roth 401(k) contributions, and more
• Hotel, Restaurant, Spa & Retail Discounts at Makeready Collection and ZaZa properties
• Birthday & Anniversary Recognition
• Team Member Recognition with Rewards
• Culture Council participation and team engagement opportunities

Benefit eligibility, enrollment requirements, PTO usage, company contributions, and other program terms are subject to applicable Makeready plan documents and guidelines.

WHY THE JOSEPH?

At The Joseph, luxury is more than beautiful surroundings—it is found in the details, the relationships we build, and the way we make people feel.

As a member of our team, you will have the opportunity to work alongside hospitality professionals committed to exceptional service, thoughtful collaboration, and creating memorable experiences for every guest. We seek individuals who take pride in their work, have a natural hospitality heart, and understand that extraordinary service begins with genuine care.

EQUAL EMPLOYMENT OPPORTUNITY

Makeready LLC is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and providing equal employment opportunities to all applicants and team members without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

We believe diverse perspectives, backgrounds, and experiences strengthen our teams and enhance the hospitality we provide to our guests.