Group Rooms Coordinator

Omni Hotels & Resorts; Louisville (KY); On-site; USD 34,000 - 48,000; Full time

Job summary

Omni Louisville Hotel is seeking a Group Rooms Coordinator to meticulously manage the Group Reservation process and support the Revenue Management team. You will answer phones, file, and handle computer work, coordinating with Sales and Convention Services to ensure smooth group bookings.

Responsibilities include processing room blocks, verifying details, and maintaining group files while upholding Omni credit policies and SOPs. A positive guest focus and teamwork are essential.

Qualifications

• Front desk/front office experience required or related hotel operations.
• Excellent written and spoken English communication with guests and colleagues.
• Ability to input information accurately into hotel computer systems.
• Ability to work cohesively with colleagues across departments and handle busy periods.
• Must analyze situations and make concise decisions to meet guest and hotel expectations.
• Strong attention to detail to minimize reservation errors.
• Ability to prioritize, organize, and follow up on tasks including guest requests.
• OPERA and FDC experience is a plus.
• Able to multi-task in a fast-paced environment.

Responsibilities

• Maintain positive guest relations at all times.
• Make / Change / Cancel reservations.
• Liaise with Sales Team and Convention Services for group bookings.
• Process confirmations and manage email/phone inbox.
• Enter/maintain Group blocks in the PMS system and Opera within required timelines.
• Audit inventory by room type and adjust blocks as needed.
• Maintain complete group files from contracts to resumes and billing.
• Attend required departmental meetings and pre/post- convention meetings.

Skills

Front office experience

Customer service

English communication

Multitasking

Detail-oriented

Teamwork

Problem solving

Computer proficiency

Shift flexibility

Tools

OPERA

FDC

PMS

Job description

Omni Louisville Hotel

Reflecting the past, present and future of our vibrant Kentucky town and inspired by the city’s rich history and authentic character, the Omni Louisville transforms one of the city’s most significant urban blocks into a unique and vibrant mixed-use environment offering hotel guests, residents and locals a chance to connect and enjoy the best of a great city. The hotel is a prominent landmark against the Louisville skyline, glistening during the day and glowing at night, with the iconic glassy ends of the 612 room hotel. The hotel pool and rooftop bar, designed for seamless indoor and outdoor integration, allows guests to rest, relax and socialize with downtown Louisville as the backdrop. The essence of Louisville is woven throughout, with interior design that blends elements of the city’s heritage, culture, and character-felt everywhere from the hotel restaurants to a featured bourbon bar, and even the hotel’s speakeasy and bowling alley. Guests can enjoy a vibrant Falls City Market, a 20,000-square-foot urban food hall and grocer directly connected to the hotel lobby. Located at street level, this dynamic space transforms Liberty Street into a lively pedestrian destination. Featuring a diverse selection of food and dessert options-including craft beer, fresh bakery items, and local favorites-the market serves as a welcoming hub for both hotel guests and the local community. If you are a friendly, motivated person, with a passion to serve others, the Omni Louisville Hotel may be your perfect match.

Group Rooms Coordinator

Overview

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.

Responsibilities

• 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 through both designated employee email, phone, and shared Reservations inbox.
• Process confirmations as needed.
• Enter/maintain Group blocks in the PMS system.
• Input group blocks in Opera within 72 hours of receipt following the LSOP on building group blocks.
• Audit the inventory reflected in FDC vs. Opera by room type and total number of rooms.
• 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, other department-related concessions 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.
• Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with Omni SOP's.
• Follow all Omni Credit Policies.
• Create customizable group weblinks, monitor and update as needed, and maintain the property’s group weblink documentation system.
• 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, Credit Meetings and Reservations Departmental meetings.

Qualifications

• Minimum 6 months front office or reservations experience required. Experience in hotel operations in other areas (rooms, accounting, sales/marketing) of greater duration will be considered.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone
• Ability to accurately and efficiently input information into computer systems
• Ability to work cohesively with co-workers both within and outside of your department
• Must be able to analyze situations and make concise decisions that meet and exceed the expectations of the hotel.
• Strong attention to detail is required to minimize reservation errors.
• Ability to prioritize, organize and follow up on all assigned items, including guest requests and questions.
• Developed computer proficiencies, OPERA and FDC experience a plus.
• Strong organizational skills with the ability to multi-task in a fast paced environment.
• Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
• Excellent customer service and problem solving skills.
• Must be able to work a variety of shifts, including weekends and holidays
• Must be able to sit for extended periods of time. Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

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.