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Four Seasons Logo Four Seasons · Hospitality and Tourism

Group Rooms Coordinator

United States of America, Chicago 26.79 - 28.29 USD / Hour · Job Posted April 22, 2026
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Job Description

The Group Rooms Coordinator is the on property expert responsible for ensuring every group booking is accurately built, maintained, and communicated from contract to departure. This role owns the integrity of group blocks, rooming lists, pickup management, and rate accuracy, while serving as the primary liaison between Sales, Conference Services, Revenue Management, Operational departments, and clients.

Job Responsibility

  • Process all group turnovers: create new group file, send introduction letter, create rate code, verify cut-off date, send reminders, verify room block and rate info, hard block suites/special requests, and clean rate codes
  • Maintain Group Reservations email inboxes
  • Communicate group activity, pickup, attrition, and contractual guidelines to Group Contacts, Conference Service Managers (CSM), and Sales
  • Build web-link blocks and monitor availability and cut-off dates
  • Review and action all Group Resumes
  • Input, update, and monitor all group rooming lists
  • Run daily reports: Daily Transaction Report, Booking Recaps, Cut-Off Report, Group No Shows. Process rooming lists within 48 hours and send block report with confirmations
  • Set up billing and routing
  • provide accounting with contact details, block details, pickup, and attrition
  • Communicate group activity to Revenue Management
  • if needed maintain Golden Sales & Catering system with weekly pickup for current + next few months
  • Manage block inventory, cut-off dates, and prepare weekly pickup reports
  • Respond to client emails promptly
  • Ensure accurate rate info, deposits, and cancellation policies for confirmations
  • alert CSM to VIPs, billing details, manifests, etc
  • Serve as main Passkey Integration contact

Requirements

  • Strong technical skills
  • Exceptional communication skills and command of English language
  • Strong Customer Service, Multi-tasking, and Communication Skills
  • Knowledge of Property Management Systems, preferably Opera
  • Responsive to constructive feedback from hotel leadership
  • Knowledge of Delphi Golden Sales & Catering preferred
  • Knowledge of Passkey preferred

What we offer

  • Energizing Employee Culture where you are encouraged to be your true self
  • Comprehensive learning and development programs to help you elevate your craft
  • Competitive wages and benefits (Medical, Dental, Vision and Retirement Plan) as well as Paid Time Off & Holiday Pay
  • 401(k) Retirement Plan including Employer Matching Program
  • Inclusive and diverse employee engagement & recognition events all year-round
  • Exclusive discount and travel programs with Four Seasons
  • Complimentary Dry Cleaning for Employee Uniforms & Employee Meals
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