What are the responsibilities and job description for the Group Service Coordinator position at Chateau Grande Hotel?
Job Title: Group Services Coordinator
Job Purpose
This position is responsible for managing group and convention services to ensure a high degree of customer satisfaction, generate increased revenue, expand market share, and nurture repeat business. The role serves as a key liaison between guests, sales, and hotel operations to deliver seamless execution of social and corporate events.
Key Responsibilities
Group Services
Act as the on-site contact for all assigned social, corporate, and convention groups.
Produce and manage Banquet Event Orders (BEOs) and Convention/Event Resumes.
Ensure all special arrangements including Food & Beverage, Audio Visual, meeting space, and ancillary requests are accurately documented on BEOs and approved by authorized representatives.
Maintain detailed files, notes, records, and trace systems to ensure events and room blocks meet client expectations.
Verify space requirements and meeting room set-ups with clients and ensure required public spaces are maintained in proper condition.
Confirm and communicate revisions to agendas, room blocks, and event details to all relevant departments in a timely manner.
Detail all assigned events and room blocks within 14 days prior to the event start date.
Review event sheets and collaborate with appropriate departments to ensure service quality and guest satisfaction.
Maintain positive guest and employee relations through prompt, precise, and courteous communication.
Manage the Arrivals, Reservations & VIP Management of all assigned groups
Group Contract & Billing Management
Process newly signed contracts by building groups in OPERA, securing deposits, and creating group folders with completed Turnover Sheets.
Input rooming lists and manage ongoing reservation updates.
Conduct weekly calls with upcoming social and corporate groups to review last-minute details including welcome bags, early check-ins, suite refreshes, deposits, room credits, and amenities.
Finalize past groups by reviewing billing, emailing receipts, processing refunds in the Refund Log, and ensuring zero-balance groups are checked out of the PMS with final invoices issued.
Communication & Operations Support
Communicate with Housekeeping regarding showrooms needed for site visits.
Review Daily Front Desk Reports with Guest Services Agents and present key points during daily Stand-Up meetings.
Monitor voicemails and emails daily and respond accordingly; set Out-of-Office notifications when off for two consecutive days.
Monitor system inventory and identify, resolve, or report discrepancies and red flags.
Monitor security cameras and assist Café, Reservations, Switchboard, and Front Desk operations, including check-ins and check-outs, as needed.
Assist with walk-in tours as required, including weekends.
Track and maintain inventory of sales kits, lead sheets, VIP amenities, office supplies, and operational materials; update inventory logs in Google Drive.
Skills & Qualifications
Previous experience in hotel operations, group services, or convention services preferred
Working knowledge of OPERA or similar PMS
Strong organizational, time-management, and multitasking skills
Excellent written and verbal communication abilities
High attention to detail and commitment to service excellence
Ability to collaborate across departments in a fast-paced environment
Flexibility to work weekends and peak business periods as required
Job Type: Full-time
Pay: $50,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $50,000 - $55,000