What You'll Do
The Group Reservations & Group Dining Coordinator is responsible for coordinating and administering all aspects of group reservations and group dining arrangements to help ensure an exceptional guest experience. This position supports the Group Reservations & Group Dining Manager by managing room blocks, rooming lists, dining reservations, billing instructions, and client communications. The Coordinator works closely with Sales, Events, Food & Beverage, Front Office, Revenue Management, and Finance departments to provide accurate and timely service while maintaining compliance with Company standards, operational procedures, and contractual commitments.
The coordinator serves as an important point of contact for group clients and internal departments, helping ensure accurate execution of reservation, dining, and billing arrangements throughout the lifecycle of each group event.
Role Expectations
Duties include, but are not limited to, the following:
- Coordinate group reservation requests from contract turnover through final departure.
- Input and maintain group room blocks, rates, concessions, and dining commitments within applicable reservation systems.
- Process rooming lists, guest name changes, arrival and departure updates, and special requests.
- Assist in coordinating group dining reservations, restaurant buyouts, pre-set menus, and dietary accommodation requests.
- Maintain regular communication with group contacts, meeting planners, and tour operators regarding reservation and dining details.
- Monitor group pickup and room block utilization and communicate trends to management.
- Review cutoff dates and assist with inventory management to help prevent unauthorized bookings at group rates.
- Run, prepare, and distribute group-related reports, including rooming lists, pickup reports, arrival reports, and dining schedules.
- Ensure billing instructions, deposits, prepayments, and master account information are entered accurately and timely.
- Assist with processing credit card authorizations and coordinating billing requirements with Finance and Accounting departments.
- Review daily arrivals to verify reservation accuracy and ensure guest requests are communicated appropriately.
- Coordinate and communicate VIP arrivals, special accommodations, and operational requirements with internal departments.
- Serve as a liaison between Reservations, Sales, Food & Beverage, Front Office, Housekeeping, Catering, Revenue Management, and Finance departments.
- Maintain accurate records of client communications, reservation updates, and approved contractual changes.
- Assist with tracking group wash, no-show activity, and historical booking trends.
- Support preparation of group recap reports, commission tracking, rebates, and complimentary room documentation.
- Participate in pre-arrival meetings, banquet event order (BEO) meetings, pre-convention meetings, and operational reviews as assigned.
- Respond promptly and professionally to guests, clients, and internal inquiries.
- Assist in resolving reservation and dining-related issues through effective problem-solving and collaboration.
- Maintain compliance with all Company policies, guest privacy standards, and departmental procedures.
- Provide exceptional customer service while supporting the success of group programs and events.
- Utilize Microsoft Office applications and applicable reservation systems to perform job functions effectively.
- Demonstrate strong organizational, time management, and multitasking skills while managing multiple groups and priorities simultaneously.
- Perform other duties as assigned.
Supervisory Responsibilities
- This position does not have direct supervisory responsibilities.
- Works closely with and reports to the Group Reservations & Group Dining Manager.
Requirements
Required Qualifications
- High School diploma or equivalent required.
- Minimum one (1) year of hotel reservations, hospitality operations, group sales support, event coordination, administrative support, or related experience preferred.
- Strong knowledge of hotel reservation systems and property management systems.
- Excellent verbal, written, and interpersonal communication skills.
- Strong organizational skills with exceptional attention to detail.
- Ability to effectively manage multiple priorities in a fast-paced, deadline-driven environment.
- Strong guest service and relationship-building skills.
- Ability to work collaboratively with multiple departments and stakeholders.
- Proficiency in Microsoft Word, Excel, Outlook, and other business-related software applications.
Preferred Qualifications
- One (1) to three (3) years of experience in a hotel, casino resort, convention center, or large hospitality environment.
- Experience with Opera Cloud, Envision, HyRes, or similar hospitality platforms.
- Knowledge of group housing processes, room block management, and group dining coordination.
- Familiarity with Food & Beverage management systems, reservation platforms, and reporting tools.
- Experience preparing reports and analyzing group pickup, occupancy, and booking trends.
Certifications, Licenses, Registrations
- Must be able to obtain and maintain all licenses, permits, registrations, and certifications required by federal, state, local, and Company regulations, including any gaming-related credentials required for the position.
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Physical Requirements
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
- Ability to work under time constraints and meet established deadlines.
- Ability to sit, use a computer, and perform keyboarding duties for extended periods of time.
- Ability to occasionally lift, carry, push, or move up to 30 pounds.
- Ability to walk throughout the property and attend meetings in various operational locations.
- Ability to reach, bend, stoop, kneel, twist, balance, and perform repetitive hand and finger movements as necessary to perform job duties.
- Ability to communicate effectively in English, both verbally and in writing, sufficient to perform the essential functions of the position.
Working Conditions
- Work is primarily performed indoors in a climate-controlled office and hospitality environment.
- May be exposed to varying levels of noise, dust, and environmental conditions typically found in a hotel and casino resort operation.
- May be exposed to secondhand tobacco smoke in designated areas of the property, consistent with applicable laws and operational requirements.
- Schedule may include evenings, weekends, holidays, and varying shifts based on business needs.
- Overtime may be required based on operational demands.
Disclaimer
This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Rio Las Vegas reserves the right to modify, interpret, or apply this job description as business needs require. Nothing in this job description creates an employment contract, express or implied, or alters the at-will employment relationship. Team Members may be required to perform duties outside their normal responsibilities as assigned by management.
Rio Las Vegas is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Rio Las Vegas makes hiring decisions based solely on qualifications, merit, and business needs at the time.
