What are the responsibilities and job description for the Group Rooms Coordinator position at The Dewberry Charleston?
Are you a highly motivated individual with refined professionalism and strong attention to detail? We want YOU to experience Southern Reimagined at The Dewberry Hotel, located in the heart of downtown Charleston.
PRIMARY FUNCTION: Group Rooms Coordinator
DEPARTMENT: Reservations
REPORTS TO: Assistant Reservations Manager
SUMMARY:
The Group Rooms Coordinator is the central point of contact for all group room blocks—from contract to pickup to final billing. This role safeguards inventory, revenue, and guest experience by accurately managing blocks, rooming lists, cutoff dates, attrition, and audit/compliance requirements while partnering closely with Reservations, Sales, Front Office, and Accounting.
ESSENTIAL FUNCTIONS:
Major areas of responsibility include, but are not limited to:
- Build, load, and maintain group blocks in the PMS/CRS with contracted pattern, rates, market codes, and allotments.
- Monitor pickup daily; execute “wash,” add rooms, or re-forecast as needed to optimize sell-through.
- Track cutoff dates and release excess inventory per contract and demand guidance.
- Align controls with demand forecasts, citywides, and need dates in partnership with Revenue.
- Interpret group contracts and ensure all terms (rates, comps, suites, upgrades, concessions, deposits, billing, attrition, cancellation) are correctly set up and enforced.
- Maintain complete, auditable files (agreements, BEO summaries, addenda, tax-exempt forms, credit approvals, commission instructions).
- Flag risk items (unrealistic pickup, missed deposit schedules, expiring cutoffs) early with clear solutions.
- Contacts appropriate Sales Manager when room block is fully committed and requires an addendum to be quoted.
- Receive and audit rooming lists; validate rate/room types, dates, share-withs, VIPs, and accessibility needs.
- Manage name changes, arrivals/departures, and special requests; ensure data hygiene (profiles, routing, notes).
- Coordinate pre-arrival letters, welcome amenities, and suite assignments with Front Office and Operations.
- Lead the rooms portion of Pre-Con; distribute a Rooms Summary with status, VIPs, upgrades, comps, billing, and risks.
- Provide daily in-house pickup and displacement snapshots during the event.
- Post-con: reconcile pickup vs. contract, calculate attrition/credits, finalize rooming list, and hand off clean billing packets to Accounting.
- Ensure group rates and codes are correctly fenced, visible (or hidden) as intended, and protected from rate integrity issues.
- Produce and distribute group pickup, wash, and pace reports; contribute to weekly Revenue and Sales meetings.
- Support displacement analysis and post-event profitability reviews.
- Work closely with Sales (corporate, SMERF, entertainment, wedding), Catering/Events, Reservations, Front Office, and Accounting.
- Serve as the “single source of truth” for group rooms status and communicate proactively with stakeholders and clients.
- Assist Reservations team with handling external and internal phone calls, including reservations inquiries and bookings
- Other duties as assigned.
SYSTEMS & TOOLS
Experience with some or all the following (or similar):
- PMS/CRS: HMS, SynXis or equivalent
- Sales & Events: Delphi.fdc/Amadeus, Tripleseat (for inventory references), or similar
- Revenue: IDeaS/Duetto, Excel/Sheets for pace and pickup reporting
- Payments/Billing: PMS/folio routing, deposit schedules, credit card authorizations, and direct bill procedures
QUALIFICATIONS:
- High School Diploma/GED or 1 years of related experience and/or training; or equivalent combination of education and experience.
- 2 years of hotel experience in the sales or reservations department; luxury experience preferred
- Advanced Excel/Sheets skills (lookups, pivots, data validation); high attention to detail and data accuracy.
- Excellent communication and stakeholder management; calm and organized under deadlines.
- Ability to read demand signals and make timely inventory decisions with minimal supervision.
WORK ENVIRONMENT & SCHEDULE
- Full-time; core business hours with flexibility around peak groups, cutoffs, and month-end close.
- Occasional weekends/holidays based on group calendars and need dates.
BENEFITS OF JOINING THE DEWBERRY TEAM:
- Competitive Pay
- Advancement & Growth Opportunities
- Full-Time and Part-Time Positions
- Flexible Paid Time Off
- 401K with Company Match
- Education Reimbursement
- Free Downtown Parking
- Subsidized Medical, Dental, & Vision Coverage for Full-Time Teammates
WHO WE ARE:
We are a tightknit group of passionate individuals who are unrelenting when it comes to offering a flawless experience at The Dewberry while maintaining our unique brand standards. Every Teammate plays a key role in contributing to the success of the whole hotel.
ABOUT THE DEWBERRY:
As the 2025 Virtuoso Best Independent Hotel in the World and a 2022 Condé Nast Traveler Gold List award recipient for Best Hotel in the World, The Dewberry is located in the heart of downtown Charleston, bordering Marion Square, just steps from the shopping and dining on King Street, Museum Mile and The Gaillard Center.
Offering 153 thoughtfully appointed rooms, world-class service and unparalleled views, The Dewberry occupies the former L. Mendel Rivers (circa 1964) federal building and pays homage to Charleston’s century architectural splendor. The hotel is the result of owner John Dewberry’s vision of “Southern ReimaginedTM,” which he developed over the course of an eight-year renovation and preservation of the building.
The Dewberry features several event spaces along with the nationally celebrated cocktail program at the brass bar in The Living Room, the whimsical cocktail lounge Citrus Club, treatments at our urban oasis, The Spa, as well as the curated boutique The Shop.
Recognized globally for its excellence, The Dewberry is known among teammates, guests, and the community as a leader in the field of hospitality. As a brand, The Dewberry teammates, experience, and brand are authentic, humble, and innovative operators driven to anticipate needs and exceed expectations.