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About the Role

The Account Services (Groups) Coordinator provides dedicated administrative and operational support to the Account Services (Groups) Sales team, ensuring a seamless transition from contracted business through group arrival and departure. This role serves as a central point of coordination between group clients, Account Services, CORE Reservations, Front Office, Accounting, and other hotel departments, focusing on organization, accuracy, and follow-through.

Responsibilities

Maintain updated files and records for all upcoming groups.
Enter and maintain accurate group, client, and rooming information in Delphi, HMS, and applicable hotel systems.
Ensure accuracy between Delphi and HMS, including room blocks, rates, planned release dates, and contracted group details.
Detail group profiles and reservations with applicable rate plans, package inclusions, concessions, billing instructions, and other contracted requirements.
Input group rooming lists and process rooming list changes, reservation updates, and billing changes.
Build and maintain group booking links and support call-in reservation processes.
Create routing and auto-transfer instructions in accordance with contracted group agreements.
Assign specific accommodations based on documented guest preferences and requests.
Provide reservation, room block, and pickup reports to the Account Services team.
Cross-reference group resumes and reservation details to ensure accuracy and consistency prior to group arrival.
Assist with preparation and distribution of group resumes, correspondence, reports, and other group documentation.
Act as a liaison between the Account Services team, group clients/planners, CORE Reservations, Front Office, Accounting, and other hotel departments.
Assist Sales and Accounting with researching and correcting group guest folio or billing discrepancies.
Attend applicable group meetings, including resume, pre-convention, and post-convention meetings.
Review group no-shows and reservation discrepancies and coordinate corrections.
Provide administrative support to the Account Services (Groups) Sales team, including answering telephones, sending correspondence, maintaining files, and coordinating departmental requests.
Submit requisitions (POs) and support group-related vendor or operational requests.
Comply with all Work Rules, Safety Standards, Standards of Conduct, appearance and grooming standards, and other policies.
Work harmoniously and professionally with co-workers, supervisors, clients, and guests.
Perform other duties, tasks, and projects as assigned.

Requirements

Ability to satisfactorily communicate in English (speak, read, write) with guests, clients, co-workers, and management.
Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness, and a minimum of supervision.
Strong organizational skills with the ability to manage multiple groups, deadlines, and changing priorities simultaneously.
Ability to think quickly, exercise sound judgment, and act appropriately in time-sensitive or emergency situations.
Perform well under pressure, meet time demands, and work overtime when needed.
Punctuality and regular and reliable attendance.
Strong interpersonal skills and the ability to work effectively with co-workers, clients, guests, and the public.
Strong computer skills, including Microsoft Suite, Delphi, HMS, and other applicable hotel, reservations, and group servicing systems.
Working knowledge of Property Management Systems (PMS), Central Reservations Systems (CRS), and group reservation processes preferred.
Ability to work a flexible schedule, including AM, PM, weekends, and holidays, based on group and business needs.
Physical activities include walking and standing to a significant degree.
Sitting for long periods of time is possible.
Talking, seeing, hearing, lifting objects weighing up to 20 lbs. with frequent lifting or carrying of objects weighing up to 10 pounds.
Travel as required.

Skills

Microsoft Suite
Delphi
HMS
Property Management Systems (PMS)
Central Reservations Systems (CRS)
Group reservation processes

Experience Level

1-2 years of experience in hospitality sales, account services, group reservations or guest services (Desirable)
Experience supporting group business within a luxury hotel environment (Desirable)

Education Level

Bachelor's Degree or equivalent vocational training (Desirable)

About the Company

Equinox Hotels will cater to the high-performance traveler guest and those aspiring for high performance and will fuse substance and style to serve as the ultimate hotel destination with a 360-degree lifestyle experience.
Our hotels will offer the bespoke experiences and unparalleled services consumers have come to expect from Equinox over its 25-year history.
IT’S NOT FITNESS. IT’S LIFE.
We are passionate about high performance living and we practice what we preach – investing time in our own health and fitness.
We believe that everyone has untapped potential within them, and it takes a disruptive approach to unleash it.
We dream big and don’t settle for the status quo.
We sweat the details.
We never accept less than 110% to help each other deliver the Equinox experience and enable our members to get great results.
We are obsessed with what’s new, what’s now, what’s next.
Never following, always leading, living ahead of the moment in fashion, culture and consumer behavior.
We aren’t just a company; we’re a community vested in each other’s success.
We value humility and a team approach at every level of the company.
If you are a high performing individual who is passionate about winning and inspiring others, we are excited to discuss career opportunities with you.