Group Rooms Coordinator | Full Time

PERG online; Carlsbad, Northern (CA, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Clear Destination Inc. in Carlsbad, CA seeks a Group Rooms Coordinator to ensure group bookings are processed efficiently through Sales & Convention Services.

You will support the Reservations Manager and Director of Revenue Management in day-to-day operations. Responsibilities include reviewing group blocks, attending weekly meetings, generating arrivals and no-show lists, verifying reservations for accuracy, coordinating with group clients on rooming lists and billing, and preparing commission

Qualifications

• Experience in luxury hotel guest services or reservations.
• Knowledge of Delphi, Opera ORS and Opera PMS preferred.
• Familiarity with Passkey, NomadixCMS, and iMeeting Planner is a plus.
• Proficient with Microsoft Office, Excel, and Word.
• Detail-oriented with strong organizational skills.
• Excellent communication and professional demeanor.
• Ability to manage multiple groups (50–60 future groups).

Responsibilities

• Review group blocks for cut-off dates and monitor blocks before, during, and after dates.
• Attend weekly group pick-up meetings.
• Run daily group arrivals lists and no-show reports.
• Verify reservations for duplicates and contact callers for accuracy.
• Identify and resolve group reservation errors with callers.
• Report to Reservations Manager and Director of Revenue Management.
• Coordinate with Convention Service Manager and clients on lists and billing.
• Complete Group Commission Report after group departure.
• Monitor room type availability daily.
• Manage non-guaranteed reservations and cancellations as needed.
• Create and maintain group and transient room blocks with accurate billing.
• Perform competition rate analysis when required.
• Handle in-house calls from customers and OmniRez agents.
• Monitor Internet and FIT bookings and process commission payments.
• Assist VIP and internal reservations and escalate issues.
• Assist with fax and email reservations.
• Research outstanding Travel Agent Commissions for groups.
• Research and charge for no-shows, cancellations, and deposits.

Skills

Customer service standards

Luxury hotel experience

Excellent communication

Attention to detail

Organization

Multi-tasking

Tools

Delphi

Opera ORS

Opera PMS

Passkey

NomadixCMS

iMeeting Planner

Microsoft Office

Excel

Word

Job description

Group Rooms Coordinator

Overview

Ensure that all Group bookings are handled and processed efficiently and correctly, through consistent interactions with the Sales & Convention Services Departments. To assist the Reservations Manager and Director of Revenue Management in managing the department'sday to day activities.

Responsibilities

• Review group blocks for cut off date extensions, and ensuring the group blocks are created and monitored correctly prior, during, and post the groups dates.
• Attend weekly group pick-up meetings.
• Run group arrivals lists daily for future arrival dates, and no-show reports daily.
• Check for duplicate reservations – by calling all multiple same name reservations to ensure accuracy of guest names, and any special requests.
• Check for group reservation errors – and contact caller of the reservation or group contact accordingly to obtain and verify information.
• Report to the Reservations Manager and the Director of Revenue Management.
• Work with the Convention Service Manager and Group Clients with group rooming lists, reservation changes, and group billing – according to contract and email history.
• Complete Group Commission Report, after group's departure.
• Monitor room type availability daily.
• Monitor non-guaranteed reservations daily, and contact caller of reservation if needed. You will be responsible for canceling the reservation when required.
• Create and maintain group & transient room blocks. Ensure all reservations have correct billing, and all other necessary information.
• Complete competition rate analysis as needed.
• Take in-house reservations calls from customers and OmniRez agents requesting on property assistance or any and all other calls pertaining to room reservations.
• Monitor Internet and FIT bookings, availability, and billing. Completing commission payment requests accordingly.
• Assist in completing all VIP and internal reservations, communicating any issues to Reservation Manager or OmniRez HelpDesk Supervisor.
• Assist in completing all fax and email reservations.
• Research outstanding Travel Agent Commissions for groups.
• Research and charge for all no-shows, cancelations, and deposits.

Qualifications

• Knowledge of four-diamond / four-star customer service standards
• Previous experience in a Luxury Hotel Customer Service / Reservations (strongly preferred)
• Experience with Delphi, Opera ORS, and Opera PMS (strongly preferred)
• Previous experience using passkey, nomadixcms, and iMeeting planner app (preferred)
• Proficient computer skills on Microsoft Office, Excel, and Word.
• Excellent and professional communication skills.
• Highly detailed, and able to maintain excellent organizational skills – while working in a fast pace environment.
• Ability to multi-task while working on up to 50-60 future groups.