Group Reservation Coordinator

Job Summary
The Group Reservation Coordinator manages the room-reservation administration for contracted groups, events and tour series. The role maintains accurate group blocks, rooming lists, ResLink and daily snapshots; supports individual guest requirements; and completes the rooms component of financial recaps. Working closely with Sales, Events, Reservations, Revenue and Finance, the coordinator protects inventory accuracy, strengthens forecasting and creates a clear, reliable experience for planners and guests.
Core Work Activities
•    Create and maintain group room grids, rate codes and blocks from tentative stages (TE2) through definite status, and request NPC when required under the applicable process.
•    Join sales-to-events handovers and confirm room-block structure, reservation method, key dates, attrition terms, payment arrangements and guest-administration requirements.
•    Manage ResLink, rooming lists, daily snapshots, pickup and attrition tracking; add or assign rooms and accompanying guests as needed.
•    Upload and validate rooming lists, resolve discrepancies and negative inventory, and coordinate changes with Reservations, Revenue, Sales and Events.
•    Provide planner and guest support for pre- and post-stays, confirmations, visa-support letters, payment links and reservation questions within authorised procedures.
•    Coordinate routing instructions, reservation alerts and self-payer arrangements with Events and retain the required payment backup.
•    Review stop-sales information with Reservations and Revenue and share monthly need-date insights with Proactive Sales for GSO activity.
•    Follow up on tentative blocks and forecasts each month, including direct contact with relevant planners or tour partners, to improve block accuracy and timely conversion to definite.
•    Create and maintain tour-series records in SFA, OPERA and MARSHA/EMPOWER and keep supporting Excel and system records accurate and current.
•    Complete the rooms section of group and event cost recaps and participate in Finance handovers; Events completes the food-and-beverage section.
•    For tour series with food and beverage, coordinate the rooms recap and Finance handover with Events; for tours without food and beverage, manage the full recap directly with Finance.
•    Monitor cut-off dates, pickup, wash and booking patterns and escalate material risks or discrepancies promptly to Sales, Revenue or Reservations leadership.
•    Protect guest and payment information and follow all property, Marriott and applicable data-protection requirements.
Service and Coordination Responsibilities
•    Provide accurate, timely and courteous support to planners and guests across the pre-arrival and post-stay journey.
•    Maintain clear notes and audit-ready documentation so that Reservations, Events, Front Office and Finance can act confidently.
•    Participate in departmental meetings and handovers relevant to group rooms, tour series, arrivals and financial follow-up.
•    Identify recurring block, rooming-list or communication issues and suggest practical process improvements.
Candidate Profile
•    High school diploma or equivalent; a qualification in Hospitality, Tourism, Business Administration or a related field is preferred.
•    Relevant experience in hotel reservations, group housing, front office, sales administration or event support.
•    Experience with OPERA and hotel reservation systems; knowledge of MARSHA/EMPOWER, ResLink, SFA and Excel is preferred.
•    High level of accuracy when handling rooming lists, rates, dates, billing instructions and guest data.
•    Confident written and verbal communication in English and Italian; additional languages are an advantage.
•    Eligibility to work in Italy.
Core Competencies
•    Reservations accuracy and inventory awareness
•    Organisation and deadline management
•    Guest and planner communication
•    Systems discipline and data quality
•    Financial-documentation accuracy
•    Cross-functional coordination
•    Confidentiality and attention to detail
Marriott Culture, Safety and Inclusion
•    Model Marriott service values and create an environment in which associates feel welcomed, supported and accountable.
•    Follow all company, property, safety, security, confidentiality and data-protection policies and procedures.
•    Maintain a professional appearance and communicate clearly and respectfully with guests, clients, partners and colleagues.
•    Perform other reasonable job duties as requested by leadership to support business needs.