Crestline Hotels & Resorts

Complex Group Rooms Coordinator

1 week ago(12/7/2017 11:17 AM)
Embassy Suites Chicago Downtown
Bonus/Incentive Pay
Not Applicable


This position will service both the Hilton Garden Inn Magnificent Mile and Embassy Suites Downtown hotels. Complex Group Rooms Coordinator is responsible for the proper reservations processing of all contracted group room blocks. As the main point of contact for contracted groups' rooming requirements and issues the position must engage with a professional and efficient manner.  Group Rooms Coordinator ensures that group contracted rooming requirements are met and that needs outside of the block are met or alternatives provided based on the needs of the hotel in achieving its financial goals.  Group Coordinator has direct contact with key group personnel via phone, email, and in person.  Position is also responsible for internal communication regarding group block status/issues/etc.



    • Review Group turnovers from Sales Managers
    • Assign proper rooms as per contract and/or rooming list
    • Enforces and/or informs cutoff dates in a timely and professional manner
    • Utilizes interpersonal skills to communicate with group contacts regarding room block issues/concerns, cut-off dates, special needs/request, etc
    • Manages group requests that fall outside of the contracted room block in a professional manner and informs Catering and/or Sales Manager responsible.
    • Processes all work completely and accurately
    • Participates in pick-up, resume and pre-con meetings as required.
    • Alert DORM/DOS/CSM and Sales Managers of groups with possible attrition
    • Sends out rooming lists to clients
    • Accommodate special requests when possible and designate such in system
    • Set up  proper billing accounts (i.e., share-withs, room/tax/incidentals, tax exempt, direct/special billing) and process group advance deposits.
    • Designate and apply appropriate group travel agency commissions
    • Refer requests for initial booking of group rooms, banquet, or convention requests to the Sales Department as applicable
    • Create individual files and group masters with designated information for each group booking received from the Sales Department.




Education: High School Graduate or General Education Degree (GED): or Work Equivalent preferred

Experience: Prior hotel reservations experience preferred. OnQ experience preferred.

Computer Skills:  Comfortable working with various systems including Excel

Certifications & Licenses:

Other Requirements: Working knowledge of Front Office procedures.


EEO/AA Employer Disclosure

Crestline Hotels & Resorts is an Equal Opportunity Employer/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, sexual orientation, gender identity, or disability status.


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