Groups Coordinator

Compensation Type

Hourly

Highgate Hotels

Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America.

With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value.

With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel brands. www.highgate.com

Location

Located in the exclusive Nob Hill neighborhood and in the process of going through a complete reimagination, The Huntington provides guests with modern amenities and conveniences within a historic space. Guests can enjoy fine dining, a three level spa, beautiful rooms and suites as well as meeting and event spaces without ever leaving the property. The Huntington provides guests with the best location and amenities San Francisco has to offer.  

Overview

The Groups Coordinator is a  role responsible for supporting the growth and seamless execution of spa group business while providing exceptional front desk and guest service support.

This position serves as a key point of contact for group bookings, celebrations, corporate wellness experiences, hotel partnerships, and special events, coordinating details from initial inquiry through the guest experience and follow-up. When not actively managing group business, the position will support the daily operations of the Spa Reception Desk, including guest check-in and check-out, appointment scheduling, retail support, telephone and email communication, and overall guest experience.

The ideal candidate is highly organized, proactive, polished, and comfortable balancing sales, coordination, and luxury hospitality responsibilities in a fast-paced environment.

Responsibilities

Groups & Events

• Serve as the primary point of contact for spa group inquiries and bookings.
• Respond promptly and professionally to group inquiries via phone, email, and in-person communication.
• Coordinate spa experiences for corporate groups, bridal parties, birthdays, celebrations, hotel groups, VIPs, and other special occasions.
• Work closely with the Spa Director and hotel teams to develop and execute group experiences that align with Nob Hill Spa standards.
• Coordinate treatment schedules, services, amenities, retail, food and beverage, private spaces, and other group requirements.
• Prepare and maintain group booking details, timelines, guest lists, treatment schedules, and special requests.
• Communicate group details clearly to therapists, estheticians, attendants, management, and other departments.
• Conduct group walkthroughs and assist with pre-arrival planning.
• Support the creation of customized spa experiences and packages based on group needs.
• Assist with group proposals, confirmations, deposits, payment details, and post-event follow-up.
• Maintain accurate records of group leads, bookings, revenue opportunities, and client contacts.
• Identify opportunities to increase group revenue through treatment upgrades, enhancements, retail, memberships, and additional spa experiences.
• Develop and maintain relationships with hotel departments, concierge teams, event planners, local businesses, corporate contacts, and repeat group clients.
• Follow up with group clients after their experience to encourage repeat business and referrals.

Spa Reception / Front Desk

• Provide a warm, polished, and personalized welcome to every spa guest.
• Check guests in and out efficiently while maintaining luxury service standards.
• Answer phones, respond to emails, and manage guest inquiries professionally.
• Schedule, modify, and confirm spa appointments using the spa’s booking system.
• Review treatment selections and assist guests in selecting appropriate services and enhancements.
• Maintain accurate guest profiles, preferences, notes, and payment information.
• Process payments, gift certificates, memberships, and retail transactions accurately.
• Promote spa retail and recommend appropriate products based on guest needs.
• Support daily retail merchandising, inventory awareness, and product knowledge.
• Communicate treatment schedules and guest preferences to service providers.
• Coordinate with therapists, estheticians, attendants, management, hotel operations, concierge, and other departments.
• Assist with guest recovery and escalate concerns appropriately to management.
• Maintain a clean, organized, and elevated reception and retail environment.
• Support opening and closing procedures and daily spa operations.
• Uphold all Nob Hill Spa, The Huntington Hotel, and Forbes-level luxury service standards.

Sales & Revenue Responsibilities

• Treat every guest interaction as an opportunity to enhance the guest experience and generate revenue.
• Promote appropriate treatment enhancements, retail products, memberships, gift certificates, and future appointments.
• Actively support spa group sales and repeat group business.
• Meet established individual and departmental sales goals.
• Track group opportunities and follow up consistently to convert inquiries into confirmed business.
• Partner with management to identify opportunities during slower periods, holidays, and special events.
• Maintain strong knowledge of all spa services, enhancements, retail products, memberships, promotions, and hotel offerings.

Guest Experience

• Anticipate guest needs and create personalized experiences.
• Demonstrate confidence, warmth, discretion, and professionalism with all guests.
• Recognize VIPs, repeat guests, members, hotel guests, and special occasions.
• Handle sensitive guest situations with composure and escalate when appropriate.
• Maintain confidentiality regarding guest information and preferences.
• Consistently represent the Nob Hill Spa brand with a polished and welcoming presence.

Qualifications

• Previous experience in luxury hospitality, spa, hotel, wellness, events, or guest services preferred.
• Previous group coordination, event planning, sales, or spa experience strongly preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Comfortable working with booking, POS, email, and other hospitality systems.
• Strong sales and relationship-building skills.
• Professional, polished, and service-oriented demeanor.
• Ability to work independently while functioning effectively as part of a team.
• Flexibility to work weekends, evenings, holidays, and special events as business needs require.

Benefits

Highgate offers the following benefits package for this position:

• Medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability insurance
• 401(k) Retirement Plan with employer matching contributions
• Paid holidays
• Paid vacation
• Paid sick leave (provided in accordance with applicable law)
• Employee assistance program (EAP)
• Tuition reimbursement
• Paid jury duty leave, personal leave, medical leave, and military leave in accordance with applicable law

Please click here for additional benefit details for the states of Washington, Colorado, and California.

Posting Date

This job opening was posted on [10/29/2026] and will remain open for at least 75 days.

Compensation: 27.5 to 27.5 (USD)