Reservations Coordinator and Group Specialist

Salary Details

Salary Description: Competetive Salary Offered

Job Description For Reservations Coordinator and Group Specialist

Description

The Grand Hyatt Deer Valley Hotel is in the famed Deer Valley ski resort and approximately 40 minutes from the Salt Lake City International Airport. The Grand Hyatt Deer Valley Hotel is part of a new development, planned to incorporate 17 ski lifts, ±1,600 residential units, 8 hotels with a total of ±1,350 rooms, ±250,000 square feet of conference and retail space, and one of the largest "ski beaches" in the world.

The Grand Hyatt is comprised of 436 luxury accommodations including 381 guest rooms and 55 residential units with approximately 30,000 square feet of versatile indoor meeting space, lobby level 3-meal restaurant and bar, signature bar, pool/après ski bar and grill, coffee bistro, large outdoor event terrace, pool and 3 whirlpools, kids club, and fitness area.

Hyatt is a place where high expectations aren't just met-they're exceeded. It's a place of outstanding rewards, where talent opens doors to exciting challenges in the hospitality industry. It's a place where career opportunities are as unlimited as your imagination. Discover your place to shine in our warm, respectful, and inclusive culture.

As a Reservations Coordinator and Group Specialist at Grand Hyatt Deer Valley and the Residences at Grand Hyatt Deer Valley, you are responsible for managing guest and owner reservations and group room inventory throughout the convention services process. You serve as a primary point of contact for both guests and event planners, handling internal and external communications by phone and email. Collaborating across departments, you ensure the accuracy of information to provide a seamless experience and exceptional hospitality. Your role is critical in supporting front-of-house operations, sales, and event planning efforts-ultimately enhancing guest satisfaction and encouraging repeat business.

Key Responsibilities:

Guest Engagement & Booking
• Respond promptly and professionally to all reservation inquiries via phone, email, or digital platforms.
• Accurately process bookings and updates in the reservation system while maintaining attention to detail.
• Conduct follow-up communication as needed to confirm guest information, preferences, and arrival details.
• Establish contact with group customer at file turnover and maintain relationship with customer, up to arrival, for all matters pertaining to guest room usage, including managing changes to rooming lists, and tracking and managing the inventory for individual call-in groups.

Pre-Arrival Personalization & Coordination
• Collaborate with Sales and Front Office teams to support seamless pre-arrival experiences.
• Capture guest preferences, occasions, and intentions in internal profiles to enable curated stays.
• Flag VIP, repeat, and special occasion guests for personalized service follow-through.
• Ensure group detailing, including billing is complete and accurate.

System Management & Reporting
• Maintain updated records in the Property Management System (PMS) and Reservation System.
• Monitor and manage room availability, rate codes, and special offers as per direction.
• Generate daily reservation reports and ensure data accuracy across platforms.
• Prepare and submit group rooms recap reports, including the tracking/posting of group comps, and group audits

Service Excellence & Communication
• Represent the brand voice with warmth, clarity, and professionalism across all guest interactions.
• Listen attentively and empathetically to guest concerns or requests, resolving or escalating as needed to appropriate leaders.
• Handle cancellations and booking changes with flexibility and compassion, involving the sales and event planning team or revenue leaders as needed.

Sales Awareness & Revenue Support
• Understand rate structures, packages, and seasonal offers to confidently explain value to guests.
• Suggest relevant enhancements, upgrades, or stay extensions when appropriate.
• Support revenue goals by aligning guest needs with suitable offerings.

Team Collaboration
• Liaise with Front Office, Sales, Events and Marketing teams to ensure seamless guest experiences.
• Attend departmental briefings, training, and cross-functional meetings to stay aligned with offerings and standards.

Work Conditions, Standards & Conduct
• Full-time position with flexible scheduling, primarily Monday - Friday with occasional weekends and holidays.
• Maintain a professional appearance and courteous attitude at all times following hotel procedures and policies as outlined in the Employee Handbook.
• Protect the privacy of guests, colleagues, and proprietary company information.