The Wildbirch Hotel - Room Block & Reservations Coordinator

The Wild Birch Hotel•Anchorage, AK

1d•Onsite

About The Position

Wildbirch Hotel is seeking a highly organized, detail-driven Room Block & Reservations Coordinator to manage inventory accuracy, airline crew allocations, tour group blocks, and high-volume reservation logistics. This role is mission-critical in an Alaska market where airline disruptions, seasonal tour influx, cruise extensions, and weather variability demand precision, flexibility, and proactive communication. The ideal candidate brings a minimum of three (3) years of experience handling airline contracts, crew blocks, and tour group rooming lists in a full-service or lifestyle hotel environment. This individual must demonstrate strong technical ability, financial awareness, and the ability to think several days ahead operationally.

Requirements

Minimum 3 years hotel reservations or group block experience
Proven experience with airline crew and tour group volume
PMS proficiency (Hyatt experience strongly preferred)
Strong written and verbal communication skills
Professional presence with internal and external stakeholders
Ability to handle sensitive or high-profile guests with discretion
Highly organized and process-driven
Ability to multitask in a dynamic Alaska environment
Inventory management precision
Financial awareness
Forecast interpretation
Contract comprehension
Attention to detail
Strong follow-up discipline
Deadline-driven mindset
Data integrity focus
Flexibility during weather-related operational shifts
Understanding of cruise season and peak tourism cycles
Ability to adjust quickly during seasonal compression
Awareness of extended daylight and seasonal staffing patterns

Responsibilities

Room Block Management
Create, manage, and audit airline and tour group room blocks
Monitor pickup pace daily and adjust allocations as needed
Ensure block integrity within the PMS (Hyatt system preferred)
Anticipate overbooking risks and communicate early
Balance inventory between transient, group, and crew allocations
Coordinate with Revenue Management on sell strategy
Airline & Crew Block Oversight
Maintain and manage crew contracts and allocation grids
Monitor daily crew manifests and irregular operations (IRROPs)
Serve as liaison between airline representatives and hotel operations
Adjust blocks quickly during flight cancellations or weather events
Ensure crew billing accuracy and folio routing compliance
Maintain confidentiality and professionalism with flight crews
Tour & Group Reservations
Enter and audit group rooming lists
Confirm special requests and amenities
Manage cut-off dates and attrition compliance
Work with Sales to ensure block accuracy and proper rate loading
Coordinate billing, tax exemptions, and master accounts
Inventory & Forecast Alignment
Review daily arrival reports and upcoming 714 day forecasts
Identify compression dates and communicate risk
Support overbooking strategy under Revenue guidance
Maintain strong awareness of occupancy trends and demand shifts
Administrative & Financial Responsibilities
Maintain accurate folio routing and billing setup
Reconcile group master accounts with Accounting
Audit advance deposits and group prepayments
Monitor rate code accuracy and contract compliance
Track and report block pickup performance
Assist with monthly group and airline production reporting
Intermediate Excel skills required, including: Pivot tables Basic formulas Block tracking spreadsheets Revenue pickup analysis
Understanding of: City ledger processes Direct billing Tax exemption compliance Rate loading audits
Operational Coordination
Partner closely with: Front Desk Housekeeping Security Sales Revenue Management Accounting
Ensure room assignments align with: VIP status Crew requirements Accessibility needs Group adjacency requests
Proactively flag room maintenance or OOO inventory impacting blocks
Decision-Making & Problem Solving
Ability to manage last-minute crew additions or cancellations
Calm under pressure during irregular airline operations
Quick assessment of inventory risk
Escalate issues appropriately to MOD, Revenue, or Executive Team
Maintain composure in high-volume seasonal environments