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About the Role

The Sales & Reservations Coordinator supports the Sales, Revenue, Reservations, and Front Office teams at Galleria Park Hotel. This role manages reservation lead follow-up, group rooms coordination, VIP pre-arrival support, inventory accuracy, and group billing administration, ensuring a seamless guest and client experience.

Responsibilities

• Respond to daily reservation leads.
• Follow up on reservation inquiries to convert leads into bookings.
• Support reservation tracking, follow-up, reporting, and conversion opportunities using RezForce.
• Review arrival reports to identify VIPs, repeat guests, special occasions, and upsell opportunities.
• Identify and communicate upgrade and upsell opportunities to support room revenue.
• Maintain room type inventory balance and support oversell management.
• Accurately enter guest preferences, amenity requests, and special requests into the hotel PMS.
• Coordinate with hotel departments to ensure VIP and special arrival details are executed.
• Manage group room turnovers from Sales to Reservations/Operations.
• Manage group rooming lists, ensuring accuracy and client communication.
• Serve as primary contact for group clients regarding rooming lists and room block updates.
• Track group pickup, monitor room block changes, and communicate inventory impact.
• Manage group cut-off dates, including client follow-up and internal communication.
• Provide group room block status updates during weekly meetings.
• Maintain group room blocks in Delphi and hotel PMS for system accuracy.
• Partner with hotel departments to support successful group execution.
• Review group contract terms for deposit schedules, payment deadlines, and billing instructions.
• Secure group deposits and follow up on payments.
• Coordinate with departments to ensure deposits are received, posted, and applied.
• Confirm payment methods, routing details, and master account setup prior to group arrival.
• Communicate deposit delays, payment discrepancies, or billing concerns to management.
• Support final group billing review, confirming alignment with contracted terms.
• Maintain accurate documentation and internal communication for reservations, VIP arrivals, group blocks, deposits, and billing.
• Communicate professionally with guests, clients, and internal/external partners.
• Assist with special projects and operational follow-up.
• Perform additional duties as assigned by management.

Requirements

• Prior hotel reservations, front office, sales, or group rooms experience.
• Experience with hotel PMS systems.

Skills

• Delphi
• RezForce
• Strong organizational skills
• Highly detail-oriented
• Ability to manage multiple deadlines
• Ability to manage reports
• Ability to manage rooming lists
• Ability to manage follow-up items
• Excellent written communication skills
• Excellent verbal communication skills
• Strong sense of ownership
• Urgency
• Accountability
• Follow-through
• Experience with group blocks
• Experience with billing details
• Client communication
• Cross-departmental collaboration
• Professional demeanor
• Guest-first mindset
• Polished communication style
• Proactive
• Polished
• Accuracy
• Timely follow-up
• Creating seamless pre-arrival experience

Location

• San Francisco

Experience Level

• Prior hotel reservations, front office, sales, or group rooms experience

About the Company

• Galleria Park Hotel is a boutique San Francisco hotel.
• Known for its historic charm, personalized service, and elevated guest experience.