Group Reservations Coordinator (HIEx)

InterContinental Hotels Group; Joint Base Lewis-McChord (WA); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Comprehensive benefits

Paid time off

Job summary

InterContinental Hotels Group is seeking an reservations specialist at Joint Base Lewis-McChord to manage large group bookings, block creation, and contract coordination. The role requires attention to detail, strong communication, and coordination with multiple departments to satisfy group needs.

You will maintain group files, generate reports, stay informed on rates/promotions, and assist with on-site meetings when required. Excellent English and computer skills are essential for success.

Qualifications

• High school diploma or equivalent; 1 year experience in reservations/front desk or related field.
• Fluent English required; other languages preferred.
• Strong communication, reading/writing, and basic math skills.
• Proficient with computers and reservation systems.

Responsibilities

• Prepare and manage group reservations, history, deposits, billing, and VIP info.
• Enter and modify group blocks to reflect inventory and policies.
• Maintain filing system and update group notes; coordinate with departments.
• Provide reports on groups during stay and after departure; handle inquiries.
• Stay updated on rates, promotions, services, and hours of operation.
• Coordinate reservations, room blocks and contracts for large groups; assist on-site meetings.
• Run daily reports such as cancellations, bookings, arrivals.
• Respond to guest concerns and escalate as needed.
• Promote teamwork and quality service.

Skills

Communication skills

Fluent English

Reading & writing abilities

Computer skills

Education

High school diploma or equivalent

Job description

DUTIES AND RESPONSIBILITIES:

• Prepare for each group’s arrival, prepare group history, billing information, deposits, filing, VIP information, correspondence, etc.; interact with booking contacts as needed. Correctly record group rooms and revenue in the property management system.


• Process all group reservation requests, changes and cancellations received by phone, fax, e-mail, mail, internally and through travel planners/corporations. Enter and/or modify group block in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.


• Maintain accurate filing system for groups and ensure that each group block is traced.


• Create and update group block notes to provide relevant data pertaining to all group reservations, and coordinate with other departments as needed to provide group reservation information and group needs as specified in contract.


• Provide and maintain reports and records of all groups during stay and after departure, and follow up on any group inquiries.


• Stay abreast of current rates, rate changes and all promotions, current facilities, services, hours of operation, etc.


• Attend pre-meeting planning meetings or conferences as needed or requested.


• Respond to guest concerns or complaints. Communicate any outstanding guest requests or issues to management that may require additional monitoring or follow-up.


• Promote team work and quality service through daily communications and coordination with other departments.


• Perform other duties as assigned such as running daily reports, e.g. the cancellations, bookings, or arrivals reports.

Coordinate the reservations, room blocks and contracts for large groups. Assist with on-site meetings as needed. Maintain group blocks, rooming lists and reservations in system.

The hourly pay rate for this role is $19.87. We offer a comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401k, and many other benefits to eligible employees.

QUALIFICATIONS AND REQUIREMENTS: High school diploma or equivalent and one year of experience as a reservationist, front desk agent, or relevant field of work, or an equivalent combination of education and experience. Must speak fluent English. Other languages preferred.

Other:

• Communications skills are utilized a significant amount of time when interacting with clients, guests and employees.


• Reading and writing abilities are utilized often when reviewing and processing guest reservations or daily reports.


• Basic mathematical abilities are used some of the time.


• Computer skills are required.


• May be required to work nights, weekends, and/or holidays.

This job requires ability to perform the following:

• Speak and listening usually while sitting


• Use a keyboard to type in reservation information

Work Area: Reservations & Sales Office The statements in this job description are intended to represent the key duties and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job. This position is classified as non-exempt (per the Fair Labor Standards Act) and is subject to overtime in accordance with Federal and State Regulations.