Coordinator Group Reservations

Support group bookings end-to-end at Hotel Indigo in San Diego, CA (onsite). As a Coordinator Group Reservations, you will help keep reservations accurate and communication clear across teams, while staying on top of rates, promotions, inventory, and VIP details. The role also includes administrative coordination such as deposits, billing information, documentation, and pre-arrival planning for group arrivals and upgrades.

What you’ll do

• Stay current on rates, rate changes, promotions, and property information including facilities, services, and hours of operation.
• Prepare for each group’s arrival by compiling group history, billing information, deposits, filing, VIP details, and correspondence as needed, while communicating with booking contacts.
• Record group rooms and group revenue accurately in the property management system and double check routing for group reservations.
• Send no-show, pickup, and requested reports for citywide groups, including post-event audit reports.
• Promote teamwork and service quality through daily communication and coordination with other departments.
• Assign rooms each day, balance inventory, and manage upgrades tied to IHG Rewards elite status.
• Send pre-arrival upgrade notifications and coordinate distribution of welcome letters, bags, room drops, and other client-requested items.
• Process group reservation requests, changes, and cancellations received by phone, fax, email, mail, and through travel planners/corporations.
• Enter or modify group blocks in the system to ensure stay dates, cancellation policy, deposit requirements, and booking procedures are reflected correctly.
• Maintain an accurate filing system for groups and ensure each group block is traceable, including creating subblocks for citywide events with multiple visiting groups.
• Create and update group block notes with relevant contract and reservation data, coordinating with departments to meet group needs.
• Maintain reports and records for groups during stay and after departure, and follow up on group inquiries.
• Make reservations for preplanning visits, site tours, influencers, and VIPs; coordinate site rooms with housekeeping, front office, and the broader team.
• Assist during peak arrival/departure periods and cover lunch shifts for front desk agents.
• Respond to guest concerns or complaints, and communicate outstanding requests or issues to management for additional monitoring or follow-up.
• Perform assigned tasks such as running daily reports (cancellations, bookings, arrivals) and managing Passkey functions including rooming list uploading, monitoring room block pickup and inventory, and uploading payment information.

What you bring

• High school diploma or equivalent and one year of experience as a reservationist, front desk agent, or in a related field, or an equivalent combination of education and experience.
• Fluent English speaking required; other languages preferred.
• Ability to read and write for reviewing and processing guest reservations and daily reports.
• Basic mathematical skills used some of the time.
• Computer skills required; use a keyboard to type reservation information.
• May be required to work nights, weekends, and/or holidays.
• Frequent communication skills used when interacting with clients, guests, and employees.
• Ability to perform key tasks involving speaking and listening usually while sitting.

Tools you’ll use

• Passkey
• Property management system

Benefits

• Paid time off
• Medical/dental/vision insurance
• 401k

Compensation: $25.00 - $27.00 per hour. Pay range applies to work performed in San Diego, CA.