westdrift Manhattan Beach - Group Housing Coordinator

Job Title: Group Housing Reservations Coordinator

Position Summary

The Group Housing Reservations Coordinator is responsible for managing individual and group reservation requests in accordance with Marriott brand standards. This role oversees all aspects of group room blocks from contract execution through departure while also handling individual Business Travel reservations. The Coordinator serves as the primary liaison between Sales, Revenue Management, Conference Management, Front Office, and clients to ensure accurate setup, tracking, and fulfillment of group housing and reservation needs.

Key Responsibilities

Group Room Blocks & Sales Support

• Set up, maintain, and audit group room blocks in Marriott systems (CI/TY, MARSHA, FSPMS).
• Accurately load group contracts, including room types, rates, cutoff dates, concessions, and billing instructions.
• Monitor group pickup and pace; prepare and distribute pickup and pacing reports to Sales and Revenue Management.
• Process rooming lists, changes, and special requests in a timely and accurate manner.
• Manage group cutoffs, release dates, and block adjustments in alignment with Sales and Revenue Management strategy.
• Communicate block status, risks, and opportunities clearly to Sales Managers and Revenue Managers.
• Coordinate with Front Office and Reservations to ensure smooth execution of group arrivals, departures, and billing arrangements.
• Ensure rate integrity and compliance with contract terms through regular audits.
• Handle group-related guest inquiries professionally and in accordance with Marriott brand standards.
• Maintain complete, organized, and compliant group files and documentation.

Reservation Processing & Management

• Handle individual and group reservations using Marriott systems including MARSHA, CI/TY, and FSPMS.
• Maintain accurate and up-to-date reservation records, including preferences, special requests, and billing instructions.
• Respond to reservation inquiries from direct guests, Marriott Bonvoy members, and third-party channels with clarity and consistency.
• Monitor high-demand dates and overbookings, partnering with Revenue Management to support occupancy and ADR optimization.

Guest & Internal Communication

• Provide timely, professional responses to phone, email, and third-party inquiries.
• Assist guests with questions regarding rates, packages, amenities, and hotel features while delivering Marriott service excellence.
• Communicate effectively with Front Desk, Sales, and Conference Management teams to ensure VIPs, special requests, and group arrivals are executed seamlessly.
• Support Conference Management and Front Office teams with pre-arrival planning and day-of-arrival readiness for large groups and key accounts.

Business Travel Sales Support

• Partner with the Business Travel Sales Manager to ensure corporate and preferred account reservations are handled accurately and efficiently.
• Maintain working knowledge of corporate rate agreements (LNR/Consortia) and ensure correct rate code usage in MARSHA and FSPMS.
• Track and report transient production trends; collaborate with Sales and Revenue Management to identify booking issues or opportunities.
• Support business travel account servicing, including reservation changes, extended stays, rate audits, and blackout date management.
• Assist in creating personalized experiences for VIP and high-volume corporate guests in alignment with Marriott Bonvoy recognition standards.

Qualifications

Experience

• 1–2 years of experience in hotel reservations, front desk operations, or sales support required.
• Experience with Marriott systems (MARSHA, CI/TY, FSPMS) strongly preferred.

Education

• High school diploma or equivalent required.
• College degree in Hospitality, Business, or a related field preferred.

Skills & Abilities

• Exceptional attention to detail and accuracy.
• Strong verbal and written communication skills.
• Customer-focused with a warm, professional demeanor.
• Proficient in Microsoft Office (Outlook, Excel, Word).
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.

Core Competencies

• Commitment to delivering exceptional guest service.
• Consistent adherence to Marriott brand standards and policies.
• Collaborative, professional, and inclusive team approach.
• Proactive problem-solving and attention to operational detail.

Work Environment

• Based in the hotel’s administrative office.
• May require flexible scheduling, including weekends, holidays, and periods of high occupancy.