Group Housing Coordinator

When you think of hotel companies and opportunities, there are always some that stand out. That is why you landed at Team Crescent. We stand out in the hospitality industry because we believe in our people and our culture.

Engaged, satisfied and dedicated associates are the key to our success. We deliver comprehensive benefits and innovative programs to inspire personal and professional development. We are a company that embraces and celebrates diversity, equity, and inclusion.

Our full-time associates enjoy competitive salaries and a generous benefit package including:

Medical, Dental and Vision Insurance

401(k) with Company Match

Paid vacation, sick, and holiday time

Tuition Reimbursement

STD/LTD

Group Life Insurance

All associates are eligible for:

Free employee meals

Hotel discounts (including friends

Position Summary:
The Group Housing Coordinator is responsible for managing group room bookings and ensuring smooth coordination between the sales team, event planners, and the hotel's front desk staff. This role ensures that group events, conferences, or large bookings are well-organized, meet the needs of the guests, and align with the hotel's policies and procedures. The coordinator serves as the primary point of contact for group guests, providing them with an exceptional experience from booking to checkout. Other duties and responsibilities may be assigned as necessary.

Key Responsibilities:

1. Group Reservation Management:




• Oversee the processing of group reservations, including room blocks, special requests, and VIP bookings.
• Act as the main point of contact for group reservations, ensuring that all details are communicated clearly to the appropriate hotel departments.
• Monitor and manage group booking reports, ensuring accuracy and timely follow-up with guests regarding rooming lists, deposits, and payments.




2. Transient Reservation Management:




• Oversee the processing of transient reservations, including hotel and third-party bookings.
• Identify any over-commitments by room type (e.g., bedding, view, size).
• Block rooms in the computer and identify designated requirements and requests (e.g., guaranteed room types, special requests, VIP's, early arrivals, guest recognition)
• Run daily reports (number of arrivals, departures), identify any special requests, and check reports for accuracy.




3. Guest Communication and Coordination:




• Provide exceptional customer service to group clients, responding to inquiries and resolving any issues related to accommodations.
• Send pre-arrival emails and confirmations to group leaders and participants, including room details, check-in information, and amenities offered by the hotel.
• Ensure that any special group requests (e.g., room configurations, accessibility needs) are addressed promptly and professionally.




4. Room Block Management:




• Coordinate the setup and release of group room blocks as needed, keeping track of the booking pace and making adjustments to room availability or rates.
• Monitor the booking window and communicate with the group leader to ensure the room block is utilized efficiently.




5. Billing and Payment:




• Review and verify group billing details, ensuring accurate charges for rooms, incidentals, and any additional services.
• Follow up on outstanding balances and handle any billing discrepancies.




6. Post-Event Follow-Up:




• Gather feedback from group organizers regarding their experience and provide that feedback to hotel management to improve future group bookings.
• Ensure any final arrangements, such as checkout or additional services, are handled smoothly and professionally.




7. General Administrative Tasks:




• Maintain accurate records of all group bookings, including contracts, correspondence, and reservation details.
• Prepare and distribute group arrival reports to the relevant hotel departments.
• Assist with the development and implementation of group booking policies and procedures.

Qualifications:

• Education:




• High school diploma or equivalent required; a degree in hospitality, business, or related field preferred.




• Experience:




• Minimum of 1-2 years of experience in a hotel or hospitality-related role, with a focus on group sales, reservations, or event coordination.
• Prior experience with reservation software (e.g., FSPMS, CI/TY, MARSHA) preferred.




• Skills:




• Strong communication and customer service skills, with the ability to interact professionally with both internal and external clients.