Group Reservations Coordinator

Job Description

We invite you to join the world of luxury hospitality at Fairmont Southampton as our new Group Reservations Coordinator. The Group Reservations Coordinator reports to the Reservations & Revenue Manager and plays a key role within the Reservations & Revenue Team, coordinating group room reservations from confirmation through arrival. This role works closely with Group Conveners, Sales, Conference Services, Revenue Management, and Group Accounts to ensure the reservations component of each group is seamlessly coordinated and delivered to the highest standards.

Key Responsibilities

Group Reservations & Client Service

• Act as a primary Reservations contact for Group Conveners, providing professional, responsive, and personalized service.
• Coordinate group reservations, changes, cancellations, special requests, and guest information accurately and efficiently.
• Maintain group room blocks, rates, room types, and reservation details in Opera Property Manager and GroupMax.
• Respond promptly to group inquiries and proactively address reservation challenges.

Room Blocks, Pickup & Attrition

• Monitor group pickup, booking pace, wash, attrition, cutoff dates, and room block activity.
• Track upcoming cutoff dates and proactively communicate reminders and outstanding requirements to Group Conveners, Sales, and Conference Services.
• Monitor group pickup against contracted room blocks and identify groups at risk of attrition or significant wash.
• Communicate potential attrition concerns to Reservations & Revenue Management, Sales, and Conference Services.
• Process and maintain group rooming lists, ensuring all reservation details and special requests are captured accurately.
• Balance room inventory between categories and bed types as required and escalate inventory concerns to Reservations & Revenue Management

Group Coordination

• Work closely with Sales, Conference Services, Revenue Management, Group Accountants, and Front Office to ensure the reservations component of each group is seamlessly coordinated.
• Review group contracts and Convention Group Resumes to ensure Reservations information is complete and up to date.
• Coordinate billing instructions and other group requirements with Conference Services and Group Accountants.
• Attend Pre-Convention Meetings and departmental meetings as required.
• Communicate VIPs, special requests, and group arrival requirements to the appropriate departments.

Operational Excellence

• Ensure group reservations, booking platforms, and related information are maintained accurately and within required deadlines.
• Protect guest and client confidentiality and uphold Fairmont brand and LQA standards.
• Contribute to a positive, collaborative Reservations Team environment and support colleagues during high-volume periods.

Other Duties & Responsibilities

• Perform other duties and responsibilities as assigned by management to support the overall operations of the Reservations & Revenue Department and ensure an exceptional guest and group experience.

Qualifications

What will you bring to this role?

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions: ·

Experience

• Minimum 2+ years of experience in Reservations, Front Office, Sales, Group Reservations, or a related hospitality role.
• Previous group reservations or luxury hotel experience is an asset.

Education

• Hospitality, Tourism, Business, or related education preferred.

Competencies, Knowledge & Skills

• Exceptional organizational, administrative, and time-management skills.
• Excellent communication, customer service, and interpersonal skills.
• Strong numerical and analytical abilities with excellent attention to detail.
• Ability to multitask, prioritize, and remain composed in a fast-paced environment.
• Proficient in Microsoft Office, particularly Excel, Word, and Outlook.
• Knowledge of Opera Property Manager and GroupMax is preferred.
• Professional, team-oriented, and adaptable approach to work.
• Proficient in reading, writing, and speaking English.

Personal Attributes, Culture & Values

• Embrace the Fairmont brand promise and luxury in your role and in all your interactions.
• Foster an inclusive environment where every individual feels valued and respected

Other Requirements

• Flexibility to work varying schedules, including weekends and public holidays, as required by the operation.

Additional Information

Employee Benefits:

Join our team and enjoy a range of exclusive colleague perks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, special dining and wellness discounts, and added luxuries to enhance your experience. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits. Add any other benefits relevant to your property.

What’s in it for you?

As part of Accor, a global hospitality leader with over 5,500 hotels worldwide, you’ll enjoy:

• Opportunities for growth and development, mentorship, and international mobility
• Health insurance, retirement savings plans, and comprehensive wellness programs
• Worldwide travel discounts and preferred rates across the Accor portfolio
• A supportive, inclusive culture grounded in respect, teamwork, and professional development

Start your journey with us today and explore the possibilities! #BeLimitless

Our Values

Respect: We value the needs, ideas and individuality of others. We treat everyone with fairness and dignity.

Excellence: We make genuine connections, and we cherish every opportunity to make the people around us feel special.

Belonging: We celebrate our differences. We support each other and we always stand together.

Empowerment: We have authority to take initiative and anticipate moments that create unforgettable experiences.

Integrity: We build trust through mutual respect and being authentic.

Your team and working environment:

Fairmont Southampton is a premier luxury resort and regarded as a leader in the hospitality industry.  Our mission is to turn moments into memories for our Guests.  An exciting hospitality career awaits you if you are committed to providing our Guests with an authentically local experience through providing warm and engaging service.

Our Heartists work cohesively as part of the team in a demanding, multi-cultural diverse environment.

Our commitment to Diversity & Inclusion:

Fairmont is committed to creating an inclusive environment where diverse talent thrives. We welcome candidates from all backgrounds to join our team.