Group Reservations Coordinator

About Q-rooms

Q-rooms LLC is a boutique event-housing and group reservations services firm specializing in large-scale, city-wide events across the United States. For more than a decade, we’ve supported leading pop culture, consumer, and entertainment events, delivering high-volume guest-room sourcing, room block management, and centralized reservations support.

We’re a small, highly collaborative remote team where accuracy, professionalism, and client service matter.

This is a unique opportunity to gain hands-on experience in event operations, hotel relations, reservations workflow, and meetings-industry logistics.

Position Overview

Q-rooms is hiring a Group Reservations Coordinator to join our reservations and Help Center team for our 2026 event cycle. This is a temporary, full-time exempt role ending September 30, 2026, ideal for candidates interested in hospitality, event management, meetings and conventions, or large-scale operations.

Working under the Group Reservations Manager (GRM), the Coordinator provides customer support through our Help Center, assists guests with online bookings, and handles important administrative tasks involving hotels and event data. As you gain experience, you’ll take on more advanced assignments across reservations and supplier documentation.

This role offers meaningful exposure to city-wide event housing, supplier relations, room-block management, and real-world operations supporting events that attract more than 250,000 turnstile visitors.

Key Responsibilities

Help Center Support

• Assist callers and email/chat contacts with booking questions, Passkey navigation, modifying or canceling reservations, and understanding event housing policies.
• Document support interactions in Zendesk and escalate complex cases to the GRM.

Reservations & Housing Operations

• Perform quality-checks on Passkey registration settings.
• Compile, audit, and organize room-list data or other booking information.
• Support the GRM with reservation-related tasks as needed during peak periods.

Hotel Supplier Documentation

• Prepare and distribute Room Guarantee Forms (RGFs) to hotel partners.
• Track and collect completed RGFs; organize documents in Dropbox.
• Prepare and distribute post-event pickup and revenue forms to hotels.
• Collect, audit, and file supplier reports; flag discrepancies to the GRM.

Administrative Support

• Assist with file organization, spreadsheet updates, document templates, and sourcing-related materials.
• Support communication asset updates (scripts, message templates, confirmation text).
• Perform general clerical and operations support duties as assigned.

Who We’re Looking For

This position is excellent for candidates who:

• Are pursuing or have recently completed studies in hospitality, event management, tourism, communications, or business, OR
• Are early in their career and eager to gain hands-on experience in the meetings and events industry.

We welcome enthusiastic candidates with strong attention to detail, a customer-service mindset, and a desire to learn the behind-the-scenes mechanics of event housing and hotel coordination.

Minimum Qualifications

• Must reside full-time in the state of Nevada for the duration of employment.
• 1–2 years of experience in customer service, administrative work, hospitality, call centers, or similar roles.
• Strong communication skills and professional email/phone etiquette.
• Comfortable learning new software tools (Passkey, Zendesk, Dropbox, RingCentral, etc.).
• Reliable, organized, and able to follow structured procedures.
• High school diploma required; associate or bachelor’s degree preferred.

Schedule & Work Environment

• 7:00 AM – 3:00 PM Pacific Time (Monday–Friday)
• Fully remote (must maintain reliable internet and a quiet, professional workspace).
• Occasional extended hours during peak event periods.

Compensation & Benefits

• Annual Salary: $37,000–$42,000 (DOE)
• Paid vacation (accruing from first day of employment)
• Paid sick leave
• Paid company holidays
• 2026 Medical Reimbursement Bonus (up to $500/month taxable)
• Twice-monthly direct deposit payroll
• No health insurance or retirement plan offered

Employment Term

This is a temporary full-time exempt role ending September 30, 2026.

How to Apply

Submit your résumé and a brief cover letter explaining your interest in event operations and hospitality. Candidates will be reviewed on a rolling basis.

Job Types: Full-time, Temporary

Pay: $37,000.00 - $42,000.00 per year

Application Question(s):

• 1. Are you a current full-time Nevada resident? (Yes/No)

2. Can you work Mon-Fri, 7 AM - 3 PM Pacific time? (Yes/No)
3. Are you comfortable working 100% remote? (Yes/No)
4. Do you have experience in real-time customer support by chat or phone? (Yes/No)
5. Have you used Zendesk or another support/ticketing system before? (Yes/No)

Work Location: Remote

Salary : $37,000 - $42,000