This role sits at the centre of the Rimrock’s operational precision. As a Group & FIT Coordinator, you safeguard the integrity of every contract, rooming list, and rate structure. You are the quiet architect behind seamless group movements and flawless FIT execution. Through accuracy, consistency, and polished communication, you ensure our partners trust every detail, every time. Your work protects the guest experience long before arrival, laying the foundation for excellence across the hotel.
What You'll Be Doing
Reservation & Coordination Excellence
- Own the contractor booking process within the Property Management System (PMS) during pre-opening.
- Manage group and Free Independent Traveller (FIT) reservations with unwavering accuracy, including rooming lists, arrival details, VIP notes, and confirmations.
- Enter, audit, and maintain reservation blocks in PMS and Central Reservation System (CRS), ensuring precise alignment with contracts and negotiated terms.
- Process rate loading, rooming list updates, billing instructions, cut-off dates, and any required partner changes.
- Verify all bookings follow contracted rates, allotments, blackout dates, and agreements.
- Ensure all pre-arrival details are accurate and communicated clearly across operational teams.
Partner & Client Communication
- Serve as the primary point of contact for wholesale, FIT, and group travel partners.
- Deliver timely, polished, and professional communication for confirmations, revisions, inventory inquiries, and operational needs.
- Strengthen relationships through attentive follow-through, consistency, and proactive solution-finding.
Operational Support
- Collaborate closely with Front Office, Housekeeping, Finance, and Sales to ensure each group or
- FIT movement is fully prepared, aligned, and executed with excellence.
- Communicate VIPs, special requirements, amenities, group movement sheets, and change updates with total clarity.
- Support seamless pre-arrival planning and day-of execution, ensuring accurate documentation and handovers.
Revenue & Systems Integrity
- Support the Revenue Manager in loading, mapping, and maintaining accurate FIT and wholesale rates.
- Reconcile daily rate or inventory discrepancies and coordinate resolutions with Revenue or Systems teams.
- Track pace, pickup, and relevant KPIs for assigned market segments as required.
Billing & Financial Accuracy
- Ensure deposits, billing instructions, folios, and payment details are correct, compliant, and aligned with partner agreements.
- Support Finance with reconciliation inquiries, adjustments, and account accuracy.