Room Block & Reservations Coordinator

The Wildbirch Hotel; Anchorage (AK); On-site; USD 50,000 - 65,000; Full time

Job summary

The Wildbirch Hotel in Anchorage, Alaska, is looking for a Room Block & Reservations Coordinator. This vital role manages room allocations for airlines and tour groups and ensures inventory accuracy and operational efficiency.

The ideal candidate will have a minimum of three years of experience in hotel reservations and must demonstrate strong technical and communication skills. Experience with Hyatt systems is preferred. Duties include monitoring crew allocations and managing group rooming lists.

Qualifications

• Proven experience with airline crew and tour group volume.
• Ability to handle sensitive or high-profile guests with discretion.
• Highly organized and process-driven.

Responsibilities

• Create and manage airline and tour group room blocks.
• Monitor daily crew manifests and irregular operations.
• Ensure room assignments align with VIP status and crew requirements.

Skills

Inventory management precision

Financial awareness

Forecast interpretation

Attention to detail

Strong written and verbal communication skills

Education

Minimum 3 years hotel reservations or group block experience

Tools

PMS proficiency (Hyatt experience preferred)

Intermediate Excel skills

Job description

Wildbirch Hotel - JDV by Hyatt

Position: Room Block & Reservations Coordinator

Location: Anchorage, Alaska
Department: Front Office / Revenue
Reports To: Director of Revenue / Front Office Manager

Position Overview

Wildbirch Hotel is seeking a highly organized, detail-driven Room Block & Reservations Coordinator to manage inventory accuracy, airline crew allocations, tour group blocks, and high-volume reservation logistics.

This role is mission-critical in an Alaska market where airline disruptions, seasonal tour influx, cruise extensions, and weather variability demand precision, flexibility, and proactive communication.

The ideal candidate brings a minimum of three (3) years of experience handling airline contracts, crew blocks, and tour group rooming lists in a full-service or lifestyle hotel environment. This individual must demonstrate strong technical ability, financial awareness, and the ability to think several days ahead operationally.

Core Responsibilities

Room Block Management

• Create, manage, and audit airline and tour group room blocks
• Monitor pickup pace daily and adjust allocations as needed
• Ensure block integrity within the PMS (Hyatt system preferred)
• Anticipate overbooking risks and communicate early
• Balance inventory between transient, group, and crew allocations
• Coordinate with Revenue Management on sell strategy

Airline & Crew Block Oversight

• Maintain and manage crew contracts and allocation grids
• Monitor daily crew manifests and irregular operations (IRROPs)
• Serve as liaison between airline representatives and hotel operations
• Adjust blocks quickly during flight cancellations or weather events
• Ensure crew billing accuracy and folio routing compliance
• Maintain confidentiality and professionalism with flight crews

Tour & Group Reservations

• Enter and audit group rooming lists
• Confirm special requests and amenities
• Manage cut-off dates and attrition compliance
• Work with Sales to ensure block accuracy and proper rate loading
• Coordinate billing, tax exemptions, and master accounts

Inventory & Forecast Alignment

• Review daily arrival reports and upcoming 7-14 day forecasts
• Identify compression dates and communicate risk
• Support overbooking strategy under Revenue guidance
• Maintain strong awareness of occupancy trends and demand shifts

Administrative & Financial Responsibilities

• Maintain accurate folio routing and billing setup
• Reconcile group master accounts with Accounting
• Audit advance deposits and group prepayments
• Monitor rate code accuracy and contract compliance
• Track and report block pickup performance
• Assist with monthly group and airline production reporting

Intermediate Excel skills required, including:

• Pivot tables
• Basic formulas
• Block tracking spreadsheets
• Revenue pickup analysis

Understanding of:

• City ledger processes
• Direct billing
• Tax exemption compliance
• Rate loading audits

Operational Coordination

• Partner closely with:
  • Front Desk
  • Housekeeping
  • Security
  • Sales
  • Revenue Management
  • Accounting
• Ensure room assignments align with:
  • VIP status
  • Crew requirements
  • Accessibility needs
  • Group adjacency requests
• Proactively flag room maintenance or OOO inventory impacting blocks

Decision-Making & Problem Solving

• Ability to manage last-minute crew additions or cancellations
• Calm under pressure during irregular airline operations
• Quick assessment of inventory risk
• Escalate issues appropriately to MOD, Revenue, or Executive Team
• Maintain composure in high-volume seasonal environments

Professional Expectations

• Minimum 3 years hotel reservations or group block experience
• Proven experience with airline crew and tour group volume
• PMS proficiency (Hyatt experience strongly preferred)
• Strong written and verbal communication skills
• Professional presence with internal and external stakeholders
• Ability to handle sensitive or high-profile guests with discretion
• Highly organized and process-driven
• Ability to multitask in a dynamic Alaska environment

Key Competencies

• Inventory management precision
• Financial awareness
• Forecast interpretation
• Contract comprehension
• Attention to detail
• Strong follow-up discipline
• Deadline-driven mindset
• Data integrity focus

Alaska-specific Considerations

This position requires:

• Flexibility during weather-related operational shifts
• Understanding of cruise season and peak tourism cycles
• Ability to adjust quickly during seasonal compression
• Awareness of extended daylight and seasonal staffing patterns

Schedule & Work Environment

• Full-time, on-site role
• May require occasional weekend support during peak periods
• High interaction with airline representatives and tour operators
• Fast-paced environment during summer tourism season

Why Wildbirch

Wildbirch Hotel - JDV by Hyatt is a lifestyle-driven, design-forward property in downtown Anchorage. We operate in a market where precision and personality coexist. This role supports a growing hotel platform that values structure, accountability, and guest-centric excellence.