Group Reservation Coordinator

Job Summary The Group Reservation Coordinator manages the room-reservation administration for contracted groups, events and tour series. The role maintains accurate group blocks, rooming lists, ResLink and daily snapshots; supports individual guest requirements; and completes the rooms component of financial recaps. Working closely with Sales, Events, Reservations, Revenue and Finance, the coordinator protects inventory accuracy, strengthens forecasting and creates a clear, reliable experience for planners and guests. Core Work Activities
• Create and maintain group room grids, rate codes and blocks from tentative stages (TE2) through definite status, and request NPC when required under the applicable process.
• Join sales-to-events handovers and confirm room-block structure, reservation method, key dates, attrition terms, payment arrangements and guest-administration requirements.
• Manage ResLink, rooming lists, daily snapshots, pickup and attrition tracking; add or assign rooms and accompanying guests as needed.
• Upload and validate rooming lists, resolve discrepancies and negative inventory, and coordinate changes with Reservations, Revenue, Sales and Events.
• Provide planner and guest support for pre
- and post-stays, confirmations, visa-support letters, payment links and reservation questions within authorised procedures.
• Coordinate routing instructions, reservation alerts and self-payer arrangements with Events and retain the required payment backup.
• Review stop-sales information with Reservations and Revenue and share monthly need-date insights with Proactive Sales for GSO activity.
• Follow up on tentative blocks and forecasts each month, including direct contact with relevant planners or tour partners, to improve block accuracy and timely conversion to definite.
• Create and maintain tour-series records in SFA, OPERA and MARSHA/EMPOWER and keep supporting Excel and system records accurate and current.
• Complete the rooms section of group and event cost recaps and participate in Finance handovers; Events completes the food-and-beverage section.
• For tour series with food and beverage, coordinate the rooms recap and Finance handover with Events; for tours without food and beverage, manage the full recap directly with Finance.
• Monitor cut-off dates, pickup, wash and booking patterns and escalate material risks or discrepancies promptly to Sales, Revenue or Reservations leadership.
• Protect guest and payment information and follow all property, Marriott and applicable data-protection requirements. Service and Coordination Responsibilities
• Provide accurate, timely and courteous support to planners and guests across the pre-arrival and post-stay journey.
• Maintain clear notes and audit-ready documentation so that Reservations, Events, Front Office and Finance can act confidently.
• Participate in departmental meetings and handovers relevant to group rooms, tour series, arrivals and financial follow-up.
• Identify recurring block, rooming-list or communication issues and suggest practical process improvements. Candidate Profile
• High school diploma or equivalent; a qualification in Hospitality, Tourism, Business Administration or a related field is preferred.
• Relevant experience in hotel reservations, group housing, front office, sales administration or event support.
• Experience with OPERA and hotel reservation systems; knowledge of MARSHA/EMPOWER, ResLink, SFA and Excel is preferred.
• High level of accuracy when handling rooming lists, rates, dates, billing instructions and guest data.
• Confident written and verbal communication in English and Italian; additional languages are an advantage.
• Eligibility to work in Italy. Core Competencies
• Reservations accuracy and inventory awareness
• Organisation and deadline management
• Guest and planner communication
• Systems discipline and data quality
• Financial-documentation accuracy
• Cross-functional coordination
• Confidentiality and attention to detail Marriott Culture, Safety and Inclusion
• Model Marriott service values and create an environment in which associates feel welcomed, supported and accountable.
• Follow all company, property, safety, security, confidentiality and data-protection policies and procedures.
• Maintain a professional appearance and communicate clearly and respectfully with guests, clients, partners and colleagues.
• Perform other reasonable job duties as requested by leadership to support business needs. At Marriott International, we are dedicated to being an equal opportunity employer, welcoming all and providing access to opportunity. We actively foster an environment where the unique backgrounds of our associates are valued and celebrated. Our greatest strength lies in the rich blend of culture, talent, and experiences of our associates. We are committed to non-discrimination on any protected basis, including disability, veteran status, or other basis protected by applicable law. Marriott Hotels strive to elevate the art of hospitality, innovating at every opportunity while keeping the comfort of the oh-so-familiar all around the globe. As a host with Marriott Hotels, you will help keep the promise of "Wonderful Hospitality. Always." by delivering thoughtful, heartfelt, forward-thinking service that upholds and builds upon this living legacy. With the name that's synonymous with hospitality the world over, we are proud to welcome you to explore a career with Marriott Hotels. In joining Marriott Hotels, you join a portfolio of brands with Marriott International. Be where you can do your best work, begin your purpose, belong to an amazing global team, and become the best version of you. JW Marriott is part of Marriott International's luxury portfolio and consists of more than 100 beautiful properties in gateway cities and distinctive resort locations around the world. JW believes our associates come first. Because if you're happy, our guests will be happy. JW Marriott associates are confident, innovative, genuine, intuitive, and carry on the legacy of the brand's namesake and company founder, J.
Willard Marriott. Our hotels offer a work experience unlike any other, where you'll be part of a community and enjoy true camaraderie with a diverse group of co-workers. JW creates opportunities for training, development, recognition and most importantly, a place where you can pursue your passions in a luxury environment with a focus on holistic well-being. Treating guests exceptionally starts with the way we take care of our associates. That's The JW Treatment. In joining JW Marriott, you join a portfolio of brands with Marriott International. Be where you can do your best work, begin your purpose, belong to an amazing global team, and become the best version of you.