Group Housing Coordinator

The Group Housing Coordinator is responsible for managing group bookings, coordinating housing assignments, and ensuring that all group-related guest accommodations are properly set up and maintained. This role involves working closely with event planners, sales teams, front desk staff, and other departments to ensure seamless guest experiences for large groups, conferences, or events. The Group Housing Coordinator ensures all group housing needs are met with attention to detail, efficiency, and excellent customer service.

Responsibilities

• Manage group bookings, including corporate groups, conferences, weddings, and other events, ensuring that all reservations are entered into the system correctly.
• Act as the main point of contact for group clients, handling special requests, room configurations, and any specific requirements related to their stay.
• Coordinate group arrivals, departures, and room assignments in line with the hotel's capacity and requirements.
• Ensure that group guests receive the highest level of service and attention during their stay.
• Assist with check-ins, check-outs, and provide a welcoming experience for group attendees.
• Ensure special requests, such as room types, amenities, and preferences, are arranged in advance and properly executed.
• Work closely with the sales, front desk, and housekeeping teams to ensure smooth coordination for group arrivals, special requests, and room setups.
• Communicate with event planners, organizers, and other external stakeholders to ensure all group-specific details (e.g., meeting rooms, catering, etc.) are managed appropriately.
• Ensure that group rooming lists, billing, and check-in/check-out procedures are processed accurately and efficiently.
• Assist with the group billing process, ensuring that all charges are accurately allocated and that payment is collected as agreed.
• Monitor group payment status and resolve any billing discrepancies in collaboration with the finance department.
• Address any issues or concerns that arise during the stay of group guests, offering quick and effective resolutions.
• Handle any last-minute changes or adjustments related to rooming, reservations, or special requests.
• Coordinate with event or conference planners to ensure any additional services or room setups are executed properly (e.g., meeting rooms, audio-visual equipment, catering services).
• Assist in coordinating room blocks and helping to manage group rooming lists as per event schedules.
• Maintain accurate records of group bookings, cancellations, and special requests.
• Generate reports as required, including group rooming lists, payment status, and occupancy projections.
• Ensure that housekeeping is notified about specific group requests, such as extra beds, room setups, and special cleaning needs.
• Coordinate any necessary maintenance or repairs within rooms for group stays, ensuring minimal disruption.

Education and Experience

• High school diploma or equivalent required; a bachelor’s degree in hospitality management or related field is preferred.
• Previous experience in hotel operations, front desk, reservations, or group booking coordination is strongly preferred.
• Experience working with hotel property management systems (PMS) and booking software is a plus.