Group Rooms Coordinator

Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition.  Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

The all-new, vibrant ‘Alohilani Resort Waikiki Beach blends indoor and outdoor luxury to elevate the experience of Oahu resorts. Every space has been envisioned by award-winning design firm, Rockwell Group. Fresh, welcoming and relaxing, it’s an oasis of tranquility in the heart of Waikiki.

Experience our spacious, welcoming lobby and captivating 280,000 gallon Oceanarium unique to Honolulu resorts. Coming soon, the destination pool deck with private cabanas will offer a saltwater infinity pool, a shallow-water pool and club for kids, and a pool bar that seamlessly transitions from day to night. With a location steps from Waikiki Beach, it’s where Hawaii vacations turn moments into memories.

Our resort is proudly named in honor of Queen Lili‘uokalani, the last reigning monarch of the Hawaiian Kingdom. Beloved by her people, she was a music composer, an author and an ardent supporter of her culture. Her spirit is infused into the resort, which shares the same privileged location as her beachside home Ke‘alohilani, meaning the royal brightness. Welcome to a fresh perspective on resorts in Waikiki. ‘Alohilani Resort Waikiki Beach.

The Group Rooms Coordinator is a key team member responsible for the coordination and oversight of all facets of guest room reservation operations, functioning as the central hub between all departments including Revenue Management, Sales, Marketing, Front Office, Central Reservations, and Finance.

• Maintain a warm and friendly demeanor at all times
• Must be able to effectively communicate both verbally and written with all level of employees and guests in an attentive, friendly, courteous, and service-oriented manner
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests
• Must be able to multitask and prioritize departmental functions to meet deadlines
• Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner
• Attend all required meetings and trainings
• Maintain regular attendance in compliance with Highgate Hotel standards, as required by scheduling, which will vary according to the needs of the hotel
• Maintain high standards of personal appearance and grooming, including attire that meets dress code requirements with a nametag
• Comply with Highgate Hotel standards and regulations to encourage safe and efficient hotel operations
• Maximize efforts towards productivity, identify problem areas, and assist in implementing solutions
• Must be effective in handling problems, including anticipating, preventing, identifying, and solving programs as necessary
• Must be able to cross-train in related areas
• Must be able to maintain confidentiality of information
• Must be able to show initiative, including anticipating guest or operational needs
• Perform other duties as requested by management

• Receive, review, and build all group bookings in OPERA; review group setup in Delphi systems and ensure alignment with Sales and Conference Services documentation.
• Process and manage group rooming lists in various formats in OPERA according to departmental standards.
• Generate booking links for call-in groups and validate proper configuration, room type blocking, suite assignments, concessions, and booking links during group turnover.
• Monitor and adjust group blocks daily in collaboration with Revenue Management and Sales/Conference Services teams; manage group cutoff dates, pickup, and inventory.
• Review and verify group build details including reservation data, stay dates, master accounts, notations, billing profiles, VIP status, and charges (room, fees, baggage, parking, ancillary).
• Inspect all arriving groups for complete and accurate information in system builds and notations.
• Post charges to group reservations and master accounts in accordance with billing instructions; comply with hotel billing, routing, and credit policies (including A/R, PM, and master accounts).
• Communicate availability and closeouts to wholesalers; manage wholesale, extranet, and third-party reservations, modifications, cancellations, and related inquiries.
• Serve as a point of contact for group and wholesale questions from internal and external stakeholders.
• Coordinate with front desk managers to ensure timely blocking of group rooms.
• Effectively communicate group reservation needs with clients, central reservations, and internal departments; ensure alignment on rooming list deadlines and expectations.
• Be fully proficient in all relevant systems including OPERA PMS, Delphi FDC, SynXis CRS, and other inventory/distribution platforms.
• Compile reports for Group Reservations, Wholesale Management, and other departments as directed.
• Attend and actively participate in meetings such as group resumes, cutoff reviews, pre- and post-convention meetings.
• Maintain professional relationships and foster open communication with colleagues, clients, and leadership across departments.
• Stay informed of property information (e.g., outlets, hours of operation) and assist in updating external booking channels as necessary.