Many large hotels build a number of meeting rooms of varying sizes for groups and visitors to use. These hotels typically employ a group rooms coordinator to manage the reservations and handle issues related to the use of these rooms. The group rooms coordinator books the private meeting rooms, confirms reservations, and helps facilitate any special room requests. Many hotels also expect the group rooms coordinator to assist in any local marketing endeavors to help publicize and raise awareness of the availability of these rooms.
One of the main tasks of the group rooms coordinator is to properly block off times for the various conference rooms and fill these times. The coordinator works with meeting planners from groups staying at the hotel or with local businesses who simply need an off-premise meeting area. The coordinator works to book detailed group information for each meeting room in the hotel facility, including any special requests that the group may have for catering or audio visual equipment. The coordinator then will typically confirm at least once by calling or emailing the group to ensure that the room will be available and the rate for the room.
A group rooms coordinator must be an excellent communicator and be able to demonstrate high standards of hospitality and problem-solving. Formal education is not usually a key requirement for this position. However, because it can serve as a stepping stone into higher management in a hotel, most candidates for this job will have at least a high school diploma and some amount of post-secondary education.
Group Rooms Coordinator Tasks
Process all group reservation requests, changes and cancellations received by phone, fax, e-mail, mail, internally and through travel planners/corporations.
Record group rooms and revenue in the property management system.
Enter, modify and update group block information in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.
Prepare group history, billing information, deposits, filing, and VIP information.
Maintain accurate filing system for groups and ensure that each group block is traced.