Group Rooms Coordinator | Hotel Interurban

Columbia Hospitality, Inc.; Tukwila (WA); On-site; USD 41,000 - 43,000; Full time

Benefits offered by this job

Complimentary Parking On-Site

Get Paid Daily

Paid Time Off & Holiday Pay

Medical, Dental, Vision, Disability, 1

401K

Job summary

Hotel Interurban, part of Columbia Hospitality, is seeking a Group Rooms Coordinator to blend Front Desk and Sales duties. You’ll manage group reservations, room blocks, and VIP experiences, collaborating with Sales, Events, Front Office, and Accounting to bring guest stays to life.

The role requires hospitality background, meticulousness, and strong communication. You may work nights, weekends, and holidays as needed, with supportive benefits and a people-first culture.

Qualifications

• Hospitality background required; Hotel and Front Desk experience a plus.
• Meticulous and detail oriented with excellent time management skills.
• Must be able to occasionally work nights, weekends and holidays.
• Strong written and verbal communication skills; ability to write, proofread and edit reports and contracts.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with group bookings.

Responsibilities

• Split time between Front Desk and Sales offices; manage group and contracted guestroom reservations.
• Input rooming lists into the PMS; manage room blocks, routing notes, and special requests.
• Prepare group resumes and lead resume meetings for operations and sales teams.
• Upsell and upgrade group guests; anticipate needs of group guests and VIPs.
• Serve as main contact for group room contacts leading up to arrival; manage deposits, invoices and communications.
• Greet group contacts at front desk; coordinate check-in and group guest experience.
• Prepare signage for lobby and event spaces; deliver handwritten VIP notes with amenities.
• Maintain communications with group clients regarding reservations, deposits, and invoices.

Skills

Front Desk

Sales coordination

Customer service

Communication skills

Time management

Tools

Synxis

Property Management System

Microsoft Word

Excel

Outlook

Job description

Group Rooms Coordinator | Hotel Interurban

Are you a detail-oriented hospitality professional who loves creating seamless experiences and being at the center of the action? Hotel Interurban is looking for a Group Rooms Coordinator to join our team in a dynamic role that blends Front Desk and Sales, giving you the opportunity to build relationships with group guests while helping bring their stays to life. Splitting your time between the front desk and Sales office, you’ll serve as a key point of contact for group clients, manage room blocks and reservations, coordinate group arrivals and VIP experiences, and partner closely with Sales, Events, Front Office, Accounting, and other departments across the property. Located above Seattle’s Southside with stunning views of Mount Rainier and surrounded by exceptional dining, shopping, entertainment, and easy transportation access, Hotel Interurban is a place where no two days are exactly alike. If you’re organized, proactive, personable, and enjoy turning the details behind the scenes into memorable guest experiences, this is an opportunity to grow your hospitality career with a people-first, values-driven team.

Let’s start off with the most important part-what’s in it for you:

• HourlySalary Range: $30.00 to $31.00 DOE
• Complimentary Parking On-Site
• Get Paid Daily
• Paid Time off & Holiday Pay
• Benefits - Medical, Dental, Vision, Disability, 401K
• HSA/FSA Plans -with employer contribution
• Values Based Culture
• Referral Bonus
• Discounted Lodging, Dining, Spa, Golf, and Retail Plus Third Party Perks
• Employee Assistance Program
• “Columbia Cares” Volunteer Opportunities
• Task Force Work Opportunities
• Online Learning Platform to Help You Grow!

Our Commitment to you:

“People never forget how you made them feel.” Maya Angelou’s famous statement serves as a rallying cry throughout Columbia Hospitality and fuels our collective drive - and success.

Our people are our purpose, and our brand is our people. We seek extraordinary individuals who drive our brand promise of Creating Exceptional Experiences. We are a people-first organization, ignited from the inside to succeed on the outside. We are a tight-knit, inclusive, values-driven team and we trust one another to have each other’s backs. We show up every day with open hearts, an inclusive mindset, and a genuine respect for those around us. We have fun, grow together, and strive to leave a positive lasting impression on everyone we meet.

What you’ll do:

• This position splits responsibility between the Front Desk and Sales departments. The expectation is that three days will be stationed at the desk, while the other two days will be in the back of house Sales office. This schedule may vary occasionally based on business need.
• Responsible for all group and contracted business-related guestroom reservations; input of rooming lists into Property Management System, adding routing notes and special requests to reservations, washing room blocks, changes to existing reservations, and creation/management of Synxis group booking links.
• Prepares group resumes and leads resume meetings for operations and sales teams.
• Captures upsell and upgrades group guests at every opportunity. Generally anticipates needs of all group guests and VIP’s.
• Main point of contact for group room contacts leading up to arrival. Sends all correspondence and notifications related to rooming list, attrition, and important reminders.
• Greets all group contacts at the front desk upon arrival and works with front desk team to facilitate check in and group guest experience.
• Prepare signage for Lobby and Event Spaces. Also delivers hand written notes for VIP’s and event contacts with amenities.
• Maintain proper communication with group clients as it relates to group guestroom reservations, deposits and invoices.
• Process sales department invoices: maintain digital file copies, handoff to accounting, organize and track as needed.
• Responsible for group Posting Master accounts; ensure routing and all postings are correct.
• Send deposit requests and final payment requests per contract payment schedule, as needed.
• Verify that all necessary documents and payments are on file prior to group arrival; notify appropriate sales/events manager of any issues or missing items.
• Maintain proper communication with accounting and sales/events team to ensure an efficient collection process.
• Responsible for reporting related to group cutoff dates, deposits due and open balances.
• Provide customers/group contacts with accurate and timely invoices, statements and payment schedules.
• Assists with front desk amenity program, which includes assigning and ensuring delivery for groups as well as assisting with inventory and organization for the program.
• Assist with special projects and completing ad hoc assignments as needed as necessary. This could include but is not limited to data entry, administrative duties, covering front desk or night audit duties under special circumstances, inventory, creating site tour collateral packets, assisting with prospecting efforts, assisting banquet team as needed for group guests and events.
• Maintains confidentiality of all guest information and property data.
• Keeps accurate and complete records of messages and other required information.
• Performing other reasonable job duties as requested by Supervisors/Managers.

The Nitty Gritty

• Hospitality background required. Hotel and Front Desk experience a plus.
• The ideal candidate will be meticulous and detail oriented with excellent time management skills.
• Must be able to occasionally work nights, weekends and holidays.
• Strong written and verbal communication skills, including:
• The ability to write, proofread and edit reports, business correspondence, and sales contracts.
• Effectively present information and respond to questions from team members, managers, clients, guests and the general public.
• Ability to carry out instructions provided in written and oral format.
• Ability to add, subtract, multiply and divide in all applicable units of measure, using whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to compute discounts, interest, commissions, proportions, and percentages.
• Strong computer literacy in Microsoft Office, especially Word, Excel and Outlook.
• Detail oriented with strong multi-tasking and organizational skills.
• Ability to solve problems and make decisions in routine situations.
• Strong personal skills, including time management, planning and organizing, and delivery of results.
• Positive can-do attitude and the ability to adapt to a variety of situations.
• Must adhere to Columbia Hospitality Policies and Procedures.

Don’t meet every single requirement? At Columbia Hospitality we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, you may just be the right candidate for this or other roles.