Summary: The Group Housing Coordinator oversees the reservation process for convention and catering groups, serving as the primary client contact for room bookings. This role ensures accuracy in availability and rates, manages individual and group reservations via phone and online, and supports contract execution while exceeding client expectations. The coordinator is committed to delivering exceptional guest service and optimizing the reservation experience at Rosen Hotels & Resorts.
Responsibilities: - Create and maintain relationships with Sales, Convention Services, Front Desk, and clients.
- Verify blocks are accurate between Visual One, and 3rd party housing sites for assigned groups. Manage all sub-block inventory in Visual One. Create/Manage Synxis reservation links.
- Manage room block inventory and forward pick-up reports to Meeting Planners, Sales Managers, & Convention Services Managers. Ensure all group information in the system is accurate and up to date. Ensure all upgrades, staff, comps, and sub-blocks are blocked/canceled accordingly.
- Send an introductory letter to the meeting planner to confirm the terms of the contract such as method of booking, billing, cut-off date, and upgrades. Follow up with phone calls.
- Maintain accuracy of pick-up by checking delegate lists for duplicate reservations, non-guaranteed reservations, and multiple room bookings.
- Monitor cut-off dates, and communicate in writing before that date, to the meeting planner and CSM. Verify correct billing is in place for all reservations and communicate information to Group Billing.
- Assist CSM/Meeting planner on overflow situations.
- Communicate with the Manager and Reservations Agents any pertinent updated information on groups. Responsible for receiving and entering rooming lists for each group, before their cut-off date.
- Respond to internal and external clients within 24 hours of receiving.
- Communicate updated information to the Front Office and Convention Services.
- Attend site visits and pre-convention meetings.
- Attend weekly Pickup meetings for convention properties and provide accurate and up-to-date information regarding groups.
- Must be able to maintain a flexible work schedule and be punctual.
- Comply with the company's drug-free and tobacco/nicotine-free policy.
- All other duties as assigned.
Experience/Qualifications: - Minimum one year of related experience required, previous Group Housing experience is preferred.
- Proficient in Microsoft Office.
- Able to type at least 35 wpm.
- Knowledge of a property management system is required, while knowledge of Visual One PMS is an advantage.
- Must have strong organizational and time management skills with exceptional attention to follow-up details.
- Ability to lift- up to 25 lbs. infrequently.
- Must be able to legally work in the USA.
Education and Certification(s)/License(s): - High school diploma or equivalent preferred.
Discover Life at Rosen: Your career is here in our diverse and friendly workplace where your individuality and ideas are valued. Our company of more than 3,000 associates thrives on teamwork and ingenuity. It is this team that makes Rosen Hotels & Resorts in Orlando one of Florida's most respected hospitality companies to work for.
Benefits Our Associates Enjoy: - Affordable Health and Dental Insurance
- On-site Medical Center
- Competitive Compensation
- Holiday Pay
- Paid Vacation and Personal Days
- Tuition Reimbursement and Higher Education Scholarships
- 401(k) Retirement Savings Plan
- Childcare Financial Assistance
- Hospitality and Dining Discounts
- Access to our Family Outreach Center
- Excellent Career Growth Opportunities
- And much more
We are proud to be an equal opportunity employer and a drug and nicotine-free workforce.