Group Rooms Coordinator

Wilderness Resort; Northern (KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Wilderness Resort in Wisconsin Dells, Wisconsin is hiring for a Group Rooms Coordinator to assist Sales and Catering with group room blocks, rooming lists, and Amadeus coordination. You will monitor cutoff dates, register and assign rooms, issue keys, and handle guest inquiries in a fast-paced environment.

The role supports the Conference Center activities, communicates with Sales Managers, and ensures Amadeus and RDP systems stay in sync. Equal opportunity employer.

Qualifications

• Experience in hospitality or guest services is preferred.
• Strong data entry and organizational skills.
• Familiarity with room blocks and reservations systems.

Responsibilities

• Data entry in RDP and Amadeus for group room blocks.
• Rooming list entry and adjustments.
• Coordinate with Sales Managers and Event Detailers on block details.

Skills

Data entry

Customer service

Communication

Tools

Amadeus

RDP

Event Connect

Job description

Wilderness Resort in Wisconsin Dells, Wisconsin is America's Largest Waterpark Resort! The Wilderness provides a fun, safe, and memorable experience to not only our guests but our employees as well! We are a family-owned resort that takes pride in ensuring guest satisfaction as well as treating our employees like family. We strive for excellence within our resort and hope to create a long-lasting positive influence on the employees that join on our team.

Join the Wilderness Family for a rewarding employment experience! #WeAreFamily

The Wilderness Resort is seeking hardworking, dependable, enthusiastic, customer service driven individuals to join our fast-paced team! Employees have access to great benefits, amenity usage, and so much more!

The Group Rooms Coordinator is responsible for assisting Sales and Catering staff with group room block data entry, rooming lists, and all other group RDP and Amadeus coordination. Monitor cutoff dates, blind cutting and rate adjustments. Also, will accommodate Conference Center patrons by registering and assigning rooms to guests, issuing room keys, transmitting and receiving messages, making and confirming reservations, and assisting with guest questions, as Conference Center business dictates.

Essential Duties and Responsibilities:

• Ensure superior guest services as dictated in Guest Services training.
• Act as the liaison between the client and our sales and catering staff.
• Data entry in RDP and Amadeus for group room blocks. Rooming list entry and/or adjustments.
• Work closely with Sports Sales Manager in regard to data entry and block finalizing in the Event Connect system, used in conjunction with Woodside events.
• Coordinate rooming lists in any other 3rd party reservation systems that will be introduced, as the markets continue to grow and evolve.
• Prepares weekly tracking report for room blocks.
• Communicates to Sales Managers and Event Detailers when room blocks need attention and assist in managing group inventory.
• Administer the operational and system processes for coordinating group arrival and departure.
• Maintain a working knowledge of the sales, front office and accounting areas, when it comes to group involvement.
• Completes final pick-up for groups upon departure, and ensures Amadeus and RDP are in sync.
• Communicate with Reservations department, Revenue Manager, and Director of Sales as necessary in regard to group activity.
• Communicate with guests and other managers in order to ensure coordination of group and hotel activities.
• Field incoming Conference Center calls and direct inquiries to the proper Sales Managers.
• Contact appropriate department when guests have special requests, requirements, or needs.
• Be aware of all upcoming groups and major events over upcoming 90 days.
• Attend weekly Sales Meetings.
• Distributes paychecks to staff and obtains proper signatures. Ensures any leftover checks are given to the Administrative Assistant to be delivered to Human Resources.
• When Conference Center business requires Guest Services desk to be staffed, will work from remote check-in area.
• Greet, register, and assign rooms to guests of hotel during remote desk hours.
• Verify customers’ credit, establish how the customer will pay for the accommodations, and if necessary, obtain deposit and a copy of customer’s I.D.
• Obtain proper Tax-Exempt documents from eligible guests and follow the proper procedures for uploading the information. Ensure all documents needed are received and filed.
• Compute bills, collect payments, and make change for guest room reservations.
• Issue room keys and direct guests to their room.
• Review accounts and charges with guests during the check out process.
• Responsible for cash banks and daily concession sales during remote desk hours.
• All other duties as assigned by management.

Wilderness Resort is an Equal Opportunity Employer