Group Rooms Coordinator

Breathe deeply, dream wildly, and discover a soulful sanctuary where finding yourself comes naturally. Magic sits around every corner and within every conversation. It enchants through the charm of Los Peñasquitos Canyon and the sunshine of San Diego. It’s where classic meets cool, the fine unwinds into fun and inspiration leads to immersion. 

Bask in the San Diego sunshine and enjoy our five-star setting at Fairmont Grand Del Mar. Immersed in nature, the resort hosts 249 elegantly appointed guestrooms and suites, an 18-hole private Tom Fazio-designed golf course, a five-star spa and offers two dozen weekly outdoor activities across the 400 acres of dramatic canyon scenery including yoga, meditation and archery. The Grand includes six different dining venues, including San Diego’s only three-Michelin starred restaurant, Addison.  

Growth and advancement are not only accessible but actively encouraged. We promote a balanced life for our colleagues and continually seek new ways to enhance our environment and support our beautiful home of San Diego. 

Rate of Pay: $25.00 - $27.00/hour USD

All guest service has the potential to create a lasting memory when it is delivered with warmth and sincerity. As a Group Rooms Coordinator, you will be responsible for all aspects of Group Reservations, including processing all Group Sales contracts, accurately maintaining/updating Group Blocks for inventory management, running weekly Group Pickup Meeting and attending all Group Pre-Con Meetings. Additionally, you will support the Director of Reservations as needed. The engaging and anticipative service you provide will ensure our guests and group clients feel valued.

ESSENTIAL FUNCTIONS

• Respond to all reservation requests and guest communications (via telephone and multiple email accounts) in a courteous, efficient, professional, and friendly manner in adherence to Fairmont Hotels & Resorts standards
• Accurately process signed group contracts
• Monitor, maintain and modify group blocks in Property Manager, CRS, and Passkey, entering rooming lists as needed
• Act as hotel Passkey champion, enabling all groups and ensuring all entered information is accurate and discrepancies are corrected
• Liaise with Conference Services and Catering Team and group contacts to ensure accuracy of rooming lists and billing instructions
• Maintain accurate blocks as compliant to contract and/or Sales and Catering department information • Initiate greeting letter to group clients
• Accurately running weekly Group Pickup Report and Meeting, provide weekly updates of all group washes and increases to all departments involved
• Attend all pre-con meetings
• Create new group masters in applicable systems when requested to include securing block space, rooming lists and rates
• Review group resumes each week and ensure all group reservations-related details (rate, room type, billing, etc.) are accurately reflected in PMS
• Oversee the flow of reservations for assigned groups in a timely manner
• Performs reservation agent duties as required
• Inform manager, sales and catering departments and other applicable departments informed of any pertinent dialog. Document any dialog in program record
• Lead weekly group pick up meeting
• Process group resumes when received by the Conference Services team ensuring billing, notes, traces and VIP codes are correctly set up
• Send securepays and electronic confirmations as requested
• Maintains a favorable working relationship with all company employees to foster and promote a cooperative and harmonious working climate
• Other duties and responsibilities as assigned
• Provide support to both Director of Reservations and Director of Revenue as required

Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Must be able to speak, read, write and understand the English language
• Must possess excellent communication skills, both verbal and written
• Must be able to read and write to facilitate the communication process
• Must be service oriented and capable of communicating effectively with persons involved in all levels of authority, both internally and externally
• Must possess basic computational ability
• Must be proficient in Microsoft applications, CRS and PMS
• Experience with Opera (PMS, CRS, and S&C) and Passkey GroupMax is highly preferred
• Experience in managing Group Blocks is highly preferred
• Must be able to multi-task and be detail-oriented in a fast-paced and high-volume environment
• Must have excellent interpersonal and organizational skills, be attentive to detail and follow-up
• Must display strong analytical competency
• Must be able to anticipate, prevent and identify problems and solve them as necessary
• Must have ability to work independently and to prioritize or seek clarification in prioritizing work assignments
• Maintain a professional working environment and attitude
• Must maintain sanitation procedures as directed

PHYSICAL DEMANDS This position requires:

• Move, lift, carry, push, pull, and place objects weighing less than or equal to 15 pounds without assistance
• Stand, sit, or walk for an extended period of time
• Perform other reasonable job duties as requested

REQUIRED EDUCATION AND EXPERIENCE

• Hospitality industry experience preferred

Our commitment to Diversity & Inclusion: We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent. Fairmont Grand Del Mar is proud to be an Equal Opportunity Employer. EOE/M/F/D/V

Why work for Accor? We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities. By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/

Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS