Group and FIT Coordinator

Job Description

This role sits at the centre of the Rimrock’s operational precision. As a Group & FIT Coordinator, you safeguard the integrity of every contract, rooming list, and rate structure. You are the quiet architect behind seamless group movements and flawless FIT execution. Through accuracy, consistency, and polished communication, you ensure our partners trust every detail, every time. Your work protects the guest experience long before arrival, laying the foundation for excellence across the hotel. 

What You'll Be Doing

Reservation & Coordination Excellence 

• Own the contractor booking process within the Property Management System (PMS) during pre-opening. 
• Manage group and Free Independent Traveller (FIT) reservations with unwavering accuracy, including rooming lists, arrival details, VIP notes, and confirmations. 
• Enter, audit, and maintain reservation blocks in PMS and Central Reservation System (CRS), ensuring precise alignment with contracts and negotiated terms. 
• Process rate loading, rooming list updates, billing instructions, cut-off dates, and any required partner changes. 
• Verify all bookings follow contracted rates, allotments, blackout dates, and agreements. 
• Ensure all pre-arrival details are accurate and communicated clearly across operational teams. 

Partner & Client Communication 

• Serve as the primary point of contact for wholesale, FIT, and group travel partners. 
• Deliver timely, polished, and professional communication for confirmations, revisions, inventory inquiries, and operational needs. 
• Strengthen relationships through attentive follow-through, consistency, and proactive solution-finding. 

Operational Support 

• Collaborate closely with Front Office, Housekeeping, Finance, and Sales to ensure each group or
• FIT movement is fully prepared, aligned, and executed with excellence. 
• Communicate VIPs, special requirements, amenities, group movement sheets, and change updates with total clarity. 
• Support seamless pre-arrival planning and day-of execution, ensuring accurate documentation and handovers. 

Revenue & Systems Integrity 

• Support the Revenue Manager in loading, mapping, and maintaining accurate FIT and wholesale rates. 
• Reconcile daily rate or inventory discrepancies and coordinate resolutions with Revenue or Systems teams. 
• Track pace, pickup, and relevant KPIs for assigned market segments as required. 

Billing & Financial Accuracy 

• Ensure deposits, billing instructions, folios, and payment details are correct, compliant, and aligned with partner agreements. 
• Support Finance with reconciliation inquiries, adjustments, and account accuracy. 

Qualifications

What You Bring 

• Experience in reservations, front office, sales, or administrative coordination (hotel experience preferred). 
• High technical proficiency in PMS (Opera Cloud preferred), Microsoft Office, and an ability to learn new platforms. 
• Exceptional detail focus and organizational skills with a commitment to accuracy and polished presentation. 
• Strong written and verbal communication abilities. 
• Ability to multitask and prioritize in a deadline-driven environment. 
• A positive, service-forward mindset aligned with luxury hospitality standards. 

Bonus If You Bring 

• Experience supporting group, wholesale, or FIT travel partners in a hospitality environment. 
• Knowledge of Banff National Park, local culture, and regional travel patterns. 

Who You Are 

You are dependable, precise, and deeply committed to accuracy. You thrive in structured environments where processes, clarity, and high standards guide your work. You take pride in ensuring every detail is correct, every rate, every list, every instruction. 

You stay composed under pressure, communicate politely and professionally, and manage tasks with steady focus. Your strengths lie in organization, consistency, and the ability to deliver polished work time and time again. Your presence ensures partners and colleagues can trust the information you provide. 

Craft with precision. Elevate with passion. Stay moved. 

Visa Requirements: Must be legally authorized to work in Canada. 

Additional Information

Job Perks & Benefits: 

• Comprehensive benefits package (Medical, Vision & Dental) including extended benefits like; Mental Health, Orthodontics, Fertility Drugs and Gender Affirmation for full time permanent status employees after 3 months.  
• Defined Contribution Pension Plan with employer matching up to 5% of annual earnings for full time permanent status employees. 
• Employee travel program with discounts on room rates as well as on food & beverage at Accor properties world-wide. 
• Access to the Mountain Explorer Travel Program, exclusive room rates for colleagues, which includes 50% off all food & beverage when staying at Accor Hotels in Banff, Lake Louise, Jasper & Whistler. 
• One complimentary buffet meal per shift in our staff cafeteria. 
• Subsidized shared Staff Accommodation for full-time status (subject to availability). 

Apply Today: Whether you're just starting your journey or seeking your next adventure, we’d love to hear from you. Explore current opportunities and discover what it means to be a team member at www.rimrockcareers.com. 

We’re committed to providing an inclusive and accessible recruitment experience. If you require any accommodations during the application or interview process, please reach out confidentially, at [email protected], and we’ll work with you to ensure your needs are met. 

At Rimrock Banff, we believe that diversity makes us stronger, and inclusion moves us forward. 

Our team is made up of individuals from across the globe, each bringing their own culture, perspective, and story. In a place as naturally diverse as Banff National Park, it’s only fitting that our workplace reflects the same richness. 

Whether you're on shift or in staff housing, we want every person to feel seen, valued, and free to be fully themselves, regardless of race, culture, gender identity, religion, abilities, sexual orientation, or age. 

Inclusion isn't a box we check, it’s a value we live. And while we're proud of our progress, we know there's always more to learn, more ways to grow, and more voices to elevate. 

Together, we build a workplace where belonging isn’t just possible, it’s expected. 

Be you. Be bold. Stay moved. 

Compensation: N/A to 50000 (CAD) (YEARLY)