Group Reservations Coordinator

Makeready; Nashville (TN); On-site; USD 42,000 - 54,000; Full time

Job summary

The Joseph, a Luxury Collection Hotel in Nashville, invites applications for a Group Reservations Coordinator to manage group blocks, contracts, and guest arrivals with the precision and personalized service expected of a Forbes-rated luxury property.

In collaboration with Sales, Catering & Events, Revenue Management, Front Office, and Accounting, you will ensure seamless group experiences, from contract signing to guest arrival, while maintaining confidentiality and attention to detail in every

Qualifications

• 1–2 years of hotel reservations or group reservations experience, preferably in luxury hotels.
• Strong knowledge of Lightspeed for group blocks and reporting.
• Proficiency in Word, Excel, and Outlook.
• Excellent organizational and communication skills with attention to detail.
• Ability to work independently and collaboratively across departments.

Responsibilities

• 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.

Skills

Hotel reservations

Group coordination

Lightspeed

Microsoft Office

Delphi

Organizational skills

Communication skills

Attention to detail

Hospitality mindset

Team collaboration

Education

High school diploma

Associate's or Bachelor's degree preferred

Tools

Lightspeed

Delphi

Job description

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.

GROUP RESERVATIONS COORDINATOR

The Joseph, a Luxury Collection Hotel, Nashville

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.

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.