Group Reservations Coordinator

City, State:

Morgantown, West Virginia

Pay Range: $18.00/hour

Title: Group Reservations Coordinator

Location: Morgantown, WV

FLSA: Non-Exempt

Status: Full-time

Reports to: Director of Sales

Pay Range: $18.00/hour

About Us: We are visionaries in the hospitality industry, fueled by innovation and precision, and guided by our core values of being Dynamic, Deliberate, and Distinct. As a privately owned hotel management company, we are committed to providing experiences and opportunities for our guests to create lifelong memories through travel. Managing a portfolio of over 160 hotels across the United States, we offer extensive growth opportunities for our partners and investors, and exceptional hospitality career opportunities for our team members.

Job Summary: The Group Reservations Coordinator is responsible for managing group room blocks, booking links, and reservations while working closely with various departments to ensure customer satisfaction and accuracy in bookings. This role plays a key part in maintaining group rates, room inventory, and maximizing revenue through efficient reservation management. Additionally, the Group Reservations Coordinator will assist with VIP guests and repeat guest/client reservation needs, ensuring personalized service and attention to detail.

Essential Functions and Duties:

• Maintain accurate records for all upcoming groups and manage group room blocks.
• Ensure accuracy between Delphi and SMS systems for room blocks, rates, and cutoff dates.
• Detail group profiles and reservations with specific information, including rates, deposits, and package inclusions.
• Build and manage group rates and inclusive packages, creating routing profiles and setting deposit and cancellation policies.
• Act as a liaison between the group and central reservations, handling rooming lists, changes, and billing adjustments.
• Assign specific accommodations based on guest requests for features and locations.
• Provide group reservations and pickup reports as needed.
• Cross-check group resumes with system information and conduct regular audits in Delphi and SMS to ensure reservation accuracy and alignment with contractual details.
• Complete key packets and prepare guest room pre-arrival assignments to ensure a smooth and personalized guest experience.
• Work closely with the Guest Services Manager and Executive Housekeeper to ensure accurate pre-blocking and assignment of guest rooms.
• Participate in bi-weekly Group Strategy Team calls to stay informed of upcoming business and align on strategy.
• Attend pre-planning and pre-conference meetings with clients to review group details.
• Review no-shows from the previous night and make necessary corrections.
• Assist accounting with verifying and correcting group guest folios.
• Communicate with Call Center Manager, Sales Manager, and group meeting planners to ensure group needs are met.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties.

Required Experience, Education, and Skills:

• Minimum of 1-2 years of experience in group reservations or hotel operations, preferably in a full-service hotel.
• Strong organizational skills with attention to detail for managing group room blocks and reservations.
• Proficiency in hotel reservation systems, such as CI/TY, MARSHA, and FSPMS, is preferred.
• Excellent communication skills, both written and verbal, for interacting with clients and internal teams.
• Ability to manage multiple tasks and prioritize in a fast-paced environment.
• Strong problem-solving skills to handle group booking challenges and client needs.
• Familiarity with hotel room inventory management and group booking processes.

Work Environment:

• Primarily indoor office work with frequent use of computers for managing group reservations and room blocks.
• Regular communication with clients, internal teams, and group planners, requiring flexibility in communication and scheduling.
• Must be available to work evenings, weekends, and holidays as required by group bookings and event schedules.
• Occasional lifting of objects up to 20 lbs., such as office supplies or reports.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Employment Opportunity: Stonebridge is committed to equal employment opportunities. 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 disabled team members.

Resumes and applications for employment will be evaluated based on qualifications and the ability to meet the position's requirements.

Join us in creating extraordinary experiences and opportunities for our guests and team members.

Our company does not discriminate against its associates or applicants because of race, color, religion, sex, pregnancy, national origin, ancestry, age, marital status, sexual orientation, veteran status, physical or mental disability or medical condition. Equal employment opportunity will be extended to all persons in all aspects of the employer-associate relationships, including recruitment, hiring, advancement, compensation, benefits, training, promotion, transfer, discipline, layoff, recall and termination. Every reasonable accommodation will be made for disabled associates.

Resumes and applications for employment will be evaluated on the basis of qualifications to meet the requirements of the position and ability to perform the requirements of the position.

All Stonebridge openings are projected to close within 30 days of the original posting date. This position will no longer be available 30 days from:

2025-07-21

Stonebridge offers comprehensive benefits including medical, dental, vision, PTO, 401(k) matching, wellness support, life and disability coverage, savings accounts, tuition aid, and travel and lodging perks.