What are the responsibilities and job description for the Group Rooms Coordinator position at Warwick Hotels and Resorts?
Company Description Warwick Hotels and Resorts is an international hospitality group established in 1980 with the historic Warwick New York hotel, originally built by William Randolph Hearst for his Hollywood guests. The group now encompasses over 40 upscale hotels, resorts, and spas in key city centers and sought-after resort destinations across the United States, Europe, Canada, Asia, the South Pacific, and Africa. Warwick properties focus on delivering personalized service, distinctive character, and comfortable, well-appointed accommodations. Team members join a global organization with opportunities to work in diverse settings and contribute to a high-standard guest experience. More information about the company and its locations is available at www.warwickhotels.com.
Role Description The Group Rooms Coordinator is a full-time, on-site role based in Dallas, TX, responsible for managing group room blocks and ensuring smooth, accurate reservations for events, conferences, and corporate or leisure groups. This role includes entering and updating group reservations in the hotel system, monitoring pickup and cutoff dates, and coordinating rooming lists and special requests with sales, front office, and revenue management teams. The Group Rooms Coordinator communicates regularly with clients and internal stakeholders to confirm details, resolve issues, and provide clear, timely information about room availability, rates, and policies. Daily tasks also involve preparing reports related to group bookings, maintaining organized records, and supporting the delivery of a seamless guest experience from booking through arrival and departure.
Qualifications
Role Description The Group Rooms Coordinator is a full-time, on-site role based in Dallas, TX, responsible for managing group room blocks and ensuring smooth, accurate reservations for events, conferences, and corporate or leisure groups. This role includes entering and updating group reservations in the hotel system, monitoring pickup and cutoff dates, and coordinating rooming lists and special requests with sales, front office, and revenue management teams. The Group Rooms Coordinator communicates regularly with clients and internal stakeholders to confirm details, resolve issues, and provide clear, timely information about room availability, rates, and policies. Daily tasks also involve preparing reports related to group bookings, maintaining organized records, and supporting the delivery of a seamless guest experience from booking through arrival and departure.
Qualifications
- Experience in hotel reservations, group sales coordination, or front office operations, preferably in an upscale or full-service hotel environment.
- Strong organizational and administrative skills, including accurate data entry, document management, and attention to detail in handling rooming lists and contracts.
- Effective communication and customer service skills, with the ability to interact professionally with clients, colleagues, and external partners in person, by phone, and via email.
- Proficiency with hotel property management systems (PMS), reservation platforms, and basic office software (e.g., Microsoft Office or similar tools).
- Ability to prioritize tasks, manage deadlines, and work collaboratively in a fast-paced, service-focused environment.
- Availability to work a consistent full-time schedule, including flexibility for peak periods or special events as needed.
- High school diploma or equivalent required; additional education in hospitality, business, or a related field is beneficial.
- Prior experience in hospitality or customer-facing roles and knowledge of group booking processes are considered an advantage.