Luxury Group Reservations Specialist

Makeready; Nashville (TN); On-site; USD 42,000 - 54,000; Full time

Job summary

The Joseph, a Luxury Collection Hotel in Nashville, invites applications for a Group Reservations Coordinator to manage group blocks, contracts, and guest arrivals with the precision and personalized service expected of a Forbes-rated luxury property.

In collaboration with Sales, Catering & Events, Revenue Management, Front Office, and Accounting, you will ensure seamless group experiences, from contract signing to guest arrival, while maintaining confidentiality and attention to detail in every

Qualifications

• 1–2 years of hotel reservations or group reservations experience, preferably in luxury hotels.
• Strong knowledge of Lightspeed for group blocks and reporting.
• Proficiency in Word, Excel, and Outlook.
• Excellent organizational and communication skills with attention to detail.
• Ability to work independently and collaboratively across departments.

Responsibilities

• Build and maintain group room blocks in Lightspeed according to signed contracts, including room types, rates, inventory, and cutoff dates.
• Review group contracts, resumes, and supporting documentation to ensure accurate setup of room blocks, billing instructions, and special arrangements.
• Manage rooming lists, individual call-in reservations, modifications, cancellations, and other group reservation changes.
• Monitor group pickup and attrition against contracted room blocks and communicate trends or concerns to Sales and Revenue Management.
• Partner with Sales and Catering & Events to confirm group specifications, VIP arrivals, amenities, preferences, and special requests.
• Coordinate group deposits, advance payments, routing, and billing setup with Accounting and Front Office.
• Communicate proactively and professionally with group contacts regarding rooming lists, cutoff dates, reservation procedures, and important deadlines.
• Prepare and distribute group resumes, VIP lists, pre-arrival reports, and other pertinent group information to hotel departments.
• Partner with Front Office to ensure seamless group arrivals and departures, including room assignments and pre-keying when applicable.
• Release unpicked group inventory according to established cutoff dates in partnership with Revenue Management.
• Maintain organized and accurate group files, contracts, correspondence, rooming lists, and reservation documentation.
• Respond promptly and professionally to inquiries from group contacts, travel advisors, guests, and internal departments.
• Assist with forecasting, reporting, and tracking related to group room revenue and pickup.
• Support individual reservations and overflow reservation volume when business needs require.
• Maintain strict confidentiality regarding guest, group, company, billing, and rate information.
• Perform additional responsibilities as assigned by the Director of Reservations or Rooms Division leadership.

Skills

Hotel reservations

Group coordination

Lightspeed

Microsoft Office

Delphi

Organizational skills

Communication skills

Attention to detail

Hospitality mindset

Team collaboration

Education

High school diploma

Associate's or Bachelor's degree preferred

Tools

Lightspeed

Delphi

Job description

The Joseph, a Luxury Collection Hotel in Nashville, invites applications for a Group Reservations Coordinator to manage group blocks, contracts, and guest arrivals with the precision and personalized service expected of a Forbes-rated luxury property.

In collaboration with Sales, Catering & Events, Revenue Management, Front Office, and Accounting, you will ensure seamless group experiences, from contract signing to guest arrival, while maintaining confidentiality and attention to detail in every