Group Sales Coordinator

Hilton Ocala; Ocala (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Meyer Jabara Hotels in Ocala, FL, is seeking a Group Reservations Coordinator to manage all group room blocks from turnover to final departure. You will serve as the primary liaison for Sales Managers, create and maintain group reservations in the PMS, and ensure billing instructions are clear and followed by Front Office and Accounting.

The ideal candidate has 1–3 years in hotel operations or group reservations, strong organizational and communication skills, and experience with OnQ or a

Qualifications

• High school diploma or equivalent required; hospitality degree preferred.
• 1–3 years of hotel operations, reservations, or group housing experience preferred.
• Full-service hotel and Hilton brand experience preferred.
• Strong understanding of reservations, inventory management, and group block administration.
• OnQ PMS knowledge preferred.

Responsibilities

• Manage all group room blocks from sales turnover through final departure
• Serve as the primary contact for Sales Managers regarding group reservation activity and block management
• Create and maintain group reservations within the property management system
• Establish and manage group reservation booking links and booking methods
• Process, audit, and update rooming lists received from group contacts
• Coordinate rooming list changes, additions, cancellations, and special requests
• Monitor group pickup, manage cut-off dates, and communicate trends to Sales Managers through regular pickup reports
• Ensure accurate billing instructions are established and communicated to Front Office and Accounting teams
• Review and reconcile group master accounts and rooming lists prior to arrival
• Coordinate pre‑arrival communication and special accommodations for group contacts and VIP attendees
• Assist with group departures by verifying final billing and resolving reservation discrepancies

Skills

Group reservations coordination

Organization

Communication

Customer service

Attention to detail

Problem-solving

Education

High school diploma or equivalent; Associate's or Bachelor's in Hospitality preferred

Tools

OnQ PMS

Microsoft Office (Excel, Word, Outlook)

Job description

Essential Functions and Duties

• Manage all group room blocks from sales turnover through final departure
• Serve as the primary contact for Sales Managers regarding group reservation activity and block management
• Create and maintain group reservations within the property management system
• Establish and manage group reservation booking links and booking methods
• Process, audit, and update rooming lists received from group contacts
• Coordinate rooming list changes, additions, cancellations, and special requests
• Monitor group pickup, manage cut-off dates, and communicate trends and concerns to Sales Managers through regular pickup reports
• Ensure accurate billing instructions are established and communicated to Front Office and Accounting teams
• Review and reconcile group master accounts and rooming lists prior to arrival
• Coordinate pre‑arrival communication and special accommodations for group contacts and VIP attendees
• Assist with group departures by verifying final billing and resolving reservation discrepancies
• Pre‑block rooms for VIP guests, group contacts and organizers, Hilton Honors Diamond Members, and other designated elite guests
• Coordinate special room requests and amenities with Front Office and Housekeeping teams
• Ensure guest preferences, loyalty recognition, and special requests are documented and fulfilled
• Support Front Desk operations during high‑volume arrival periods as needed
• Monitor daily inventory levels and room availability, and balance inventory for optimal sell‑through and room utilization
• Review occupancy forecasts and identify opportunities for inventory adjustments
• Work with hotel leadership to manage group allocations and availability
• Maintain accurate inventory across all reservation channels, and identify reservation discrepancies
• Generate and distribute group pickup, arrival, departure, and occupancy reports
• Maintain organized records of group contracts, rooming lists, and billing instructions
• Ensure compliance with brand standards, hotel policies, and reservation procedures
• Perform various other duties as assigned to meet business objectives

Required Experience, Education, and Skills

• High school diploma or equivalent required; Associate's or Bachelor's degree in Hospitality Management preferred
• One (1) to three (3) years of hotel operations, reservations, sales support, front office, or group housing experience preferred
• Full-service hotel and Hilton brand experience preferred
• Strong understanding of hotel reservations, room inventory management, and group block administration
• Knowledge of hospitality property management systems (OnQ experience preferred)
• Ability to manage multiple priorities in a fast-paced environment
• Excellent organizational and detail-oriented skills
• Strong communication and relationship-building abilities
• Proficient in Microsoft Office, including Excel, Word, and Outlook
• Ability to analyze occupancy trends and inventory needs
• Strong problem-solving and customer service skills
• Ability to maintain confidentiality of guest and company information

Work Environment and Physical Demands

• Prolonged periods sitting at a desk and working on a computer
• Ability to occasionally stand, walk, bend, and lift up to 25 pounds
• Ability to communicate effectively in person, by telephone, and through electronic correspondence

Other Duties

This job description is not intended to be a comprehensive listing of all activities, duties, or responsibilities required of the associate in this role. Duties, responsibilities, and activities may change at any time, with or without notice.

Equal Employment Opportunity

Meyer Jabara Hotels is committed to equal employment opportunity. We do not discriminate based on race, color, religion, sex, pregnancy, national origin, ancestry, age, marital status, sexual orientation, veteran status, physical or mental disability, or medical condition. All aspects of employment, including recruitment, hiring, advancement, compensation, benefits, training, promotion, transfer, discipline, layoff, recall, and termination, will be conducted without discrimination. Reasonable accommodations will be made for associates with disabilities.

Do you have the J Quality?

At Meyer Jabara Hotels, our mission is to honor, host and create memorable moments and make true connections. We do this by creating an environment whereby all associates accept empowerment and ownership to go above and beyond for all of our guests, every day.

Are you a dynamic, enthusiastic, and guest-focused individual with a passion for the hospitality industry? If so, we have an exciting opportunity for you to begin your Journey with us and show us your J Quality!

What is your JQ?

What is your JQ?

https://www.youtube.com/watch?v=qAGd0FhBqJs&feature=youtu.be

Subject to Background Check