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Avocet Hospitality Group · 1 day ago

Read House Group Rooms Coordinator

Chattanooga, TN

Part-time

Onsite

Entry Level

2+ years exp

Avocet Hospitality Group is seeking a part-time Group Rooms Coordinator at The Read House Hotel, a historic hotel in Chattanooga. The role involves assisting the Sales and Catering team with daily operations related to group meetings, conferences, and social events, ensuring a high level of organization and client satisfaction.

ConsultingHospitalityManagement Consulting

Growth Opportunities

Responsibilities

Monitor room pickup daily for group room blocks and adjust (remove/ add rooms, re-forecast) as needed to help maximize sell-through

Create, prepare, and place group signage in assigned areas

Check guest rooms and/ or banquet event space ahead of site visits and group arrivals to ensure cleanliness and preparedness for groups

Organize, prepare, and distribute weekly Banquet Event Orders and Resume packets

Track cutoff dates and release unused inventory based on contracts and demand

Review group contracts and make sure all details (rates, comps, suites, upgrades, deposits, billing, attrition, and cancellation terms) are set up correctly and followed

Keep organized, complete client files including, but not limited to: contracts, BEOs, addendums, tax-exempt forms, credit approvals, and commission details

Identify and flag any sales and catering risk items like low pickup, missed deposits, or upcoming cutoffs

Receive and review rooming lists to confirm rates, room types, dates, share-withs, VIPs, and accessibility needs

Handle name changes, arrival/departure updates, and special requests in guest profiles and notes

Create and distribute small group menus as needed

Coordinate and prepare photo passes when required. Communicate with the Front Office regarding arrivals of photo pass holders

Work with appropriate departments on pre-arrival letters, welcome amenities, and suite assignments

Prepare pre-con packets and name badges, and distribute resumes with status updates, VIPs, upgrades, comps, and billing details

Reconcile billing after events, including pick up against the contract, calculate attrition or credits, finalize rooming lists, and pass clean billing to accounting

Support the Reservations team by assisting with internal and external calls, including reservation questions and bookings

Maintain regular and punctual on-site attendance with the ability to work a flexible schedule which may include days, evenings, weekends, and holidays when business requires

Qualification

Event planningOrganizational skillsCommunication skillsDelphi knowledgePOS system proficiencyProperty Management SystemMultitaskingTime managementAttention to detailTeamwork

Required

High school diploma or equivalent required

Ability to prioritize and remain highly organized at work assignments

Excellent computer skills, such as typing and use of various computer software

Excellent communication skills with guests, team members, and management

Proficiency in restaurant POS, reservation, and/or inventory applications

Ability to access and accurately input information into the Property Management System

Excellent organization, prioritization, and time management skills

Ability to work efficiently with a strong attention to detail

Ability to frequently lift, carry, push, pull, or otherwise move up to 20 pounds and occasionally lift, carry, push, pull, or otherwise move up to 30 pounds with or without assistance

See clearly both near and far to detect cleanliness and discrepancies in event space

Hear at a basic level

Excellent verbal and written communication skills

Traverse work areas including the complex, guest rooms, and public areas

Ability to apply commonsense understanding to carry out instructions

Ability to work both independently and in a team environment

Ability to multitask and work effectively in a high-demand, fast-paced environment with changing variables

Ability to apply patience and understanding to all persons and situations

Ability to perform well under pressure to meet the needs of guests, team members and/ or management