Rooms Division Coordinator, Full-Time

THE WATERFRONT BEACH RESORT • Huntington Beach, CA

2d • $25 - $25

About The Position

WHAT YOU’LL DO - Review and print daily operational reports to establish room strategy for the day. Collaborate with Front Desk leadership regarding VIP arrivals, group movements, special requests, sell-out strategy, and high-profile guests. Pre-block VIPs, special attention guests, long stays, and unique room type requests based on operational and revenue strategy. Monitor room status (Vacant/Dirty/Inspected/Out of Order/Pending) to proactively prevent front desk delays and guest wait times. Partner with Housekeeping leadership to prioritize room assignments and ensure VIP and early arrival readiness. Maintain continuous communication with Front Office and Housekeeping Rooms Controllers regarding occupancy pace, room turnover challenges, and 4PM readiness goals. Strategically manage Out of Order and Out of Service rooms to maximize sellable inventory. Identify and escalate inventory discrepancies or operational conflicts to leadership. - Assist with Reservation email correspondence and support reservation agents as needed. Ensure blocking strategies align with daily operational demands, group allocations, and forecasted occupancy. Prepare and distribute a daily room inventory overview (Out of Order, Pick-Up, Dirty Rooms, Occupancy Forecast) to FOH and Housekeeping leadership. Monitor HOTSOS and housekeeping systems to ensure service requests are completed within required timeframes. Oversee distribution of stay-over housekeeping assignments to maintain balanced workload. Monitor and process No Shows and Late Cancellations daily; communicate significant changes to MOD or leadership. Review group pick-up and adjust availability in coordination with Reservations and Revenue strategy. - Support Group Rooms Coordinator with inputting and managing group reservations accurately and efficiently. Configure and verify group billing, routing instructions, and special concessions. Audit group resumes and rooming lists prior to arrival to ensure accuracy and operational preparedness. Communicate directly with group contacts via phone and email regarding rooming lists, cut-off dates, pick-up, and special requests. Monitor group room blocks and adjust allocations to maximize occupancy and revenue potential. Ensure timely distribution of Daily Event and Group Reports to operational departments. Serve as operational bridge between Meetings & Events and Front Office for group arrivals and departures. - Answering all incoming calls promptly, transferring calls, utilizing phone system and paging/radio equipment when needed. Reviews group pick up, assist in ensuring proper availability. Monitors and charges, No Shows and Late Cancels daily. Notify MOD of any significant changes or requests that may affect operations or scheduling. - Maintain clear and proactive communication with all operational departments regarding VIPs, groups, sell-outs, room type shortages, and special handling. Answer incoming calls promptly and professionally; utilize phone system, paging, and radio equipment effectively. Notify MOD and leadership of operational concerns, unexpected inventory changes, or guest-impacting issues. Support Guest Service Agent duties as needed, including check-in, check-out, billing adjustments, and guest recovery. - Maintain knowledge of current resort events, outlet hours, promotions, and activities. Review daily pass-on logs, emails, and operational updates. Prepare special reports or projects as requested by leadership. Attend required meetings and training sessions. ADDITIONAL JOB DUTIES - Preparation of special reports or projects, as requested. Attend all required meetings. - All Guest Service Agents duties as needed (Check in – check out- handle billing and groups’ requests.) - Knowledge of and compliance with all Emergency procedures. Reports unsafe conditions, as appropriate. In the event of a system crash the Rooms Division Coordinator will coordinate all staff on duty to management. When the system returns the Coordinator will first update the system with pending arrivals, in house, and departures left for the day, then authorize the housekeeping and front office staff to resume normal operations. - Maintain a professional and friendly relationship with other departments, associates and guests. - Maintains work area in a neat and orderly fashion. - Other duties as assigned by management.

Requirements

• Experience in the hospitality industry or similar industry is preferred
• Requires administrative support experience.
• Experience with MS Office applications and Outlook required.

Responsibilities

• Review and print daily operational reports to establish room strategy for the day.
• Collaborate with Front Desk leadership regarding VIP arrivals, group movements, special requests, sell-out strategy, and high-profile guests.
• Pre-block VIPs, special attention guests, long stays, and unique room type requests based on operational and revenue strategy.
• Monitor room status (Vacant/Dirty/Inspected/Out of Order/Pending) to proactively prevent front desk delays and guest wait times.
• Partner with Housekeeping leadership to prioritize room assignments and ensure VIP and early arrival readiness.
• Maintain continuous communication with Front Office and Housekeeping Rooms Controllers regarding occupancy pace, room turnover challenges, and 4PM readiness goals.
• Strategically manage Out of Order and Out of Service rooms to maximize sellable inventory.
• Identify and escalate inventory discrepancies or operational conflicts to leadership.
• Assist with Reservation email correspondence and support reservation agents as needed.
• Ensure blocking strategies align with daily operational demands, group allocations, and forecasted occupancy.
• Prepare and distribute a daily room inventory overview (Out of Order, Pick-Up, Dirty Rooms, Occupancy Forecast) to FOH and Housekeeping leadership.
• Monitor HOTSOS and housekeeping systems to ensure service requests are completed within required timeframes.
• Oversee distribution of stay-over housekeeping assignments to maintain balanced workload.
• Monitor and process No Shows and Late Cancellations daily; communicate significant changes to MOD or leadership.
• Review group pick-up and adjust availability in coordination with Reservations and Revenue strategy.
• Support Group Rooms Coordinator with inputting and managing group reservations accurately and efficiently.
• Configure and verify group billing, routing instructions, and special concessions.
• Audit group resumes and rooming lists prior to arrival to ensure accuracy and operational preparedness.
• Communicate directly with group contacts via phone and email regarding rooming lists, cut-off dates, pick-up, and special requests.
• Monitor group room blocks and adjust allocations to maximize occupancy and revenue potential.
• Ensure timely distribution of Daily Event and Group Reports to operational departments.
• Serve as operational bridge between Meetings & Events and Front Office for group arrivals and departures.
• Answering all incoming calls promptly, transferring calls, utilizing phone system and paging/radio equipment when needed.
• Reviews group pick up, assist in ensuring proper availability.
• Monitors and charges, No Shows and Late Cancels daily.
• Notify MOD of any significant changes or requests that may affect operations or scheduling.
• Maintain clear and proactive communication with all operational departments regarding VIPs, groups, sell-outs, room type shortages, and special handling.
• Answer incoming calls promptly and professionally; utilize phone system, paging, and radio equipment effectively.
• Notify MOD and leadership of operational concerns, unexpected inventory changes, or guest-impacting issues.
• Support Guest Service Agent duties as needed, including check-in, check-out, billing adjustments, and guest recovery.
• Maintain knowledge of current resort events, outlet hours, promotions, and activities.
• Review daily pass-on logs, emails, and operational updates.
• Prepare special reports or projects as requested by leadership.
• Attend required meetings and training sessions.
• Preparation of special reports or projects, as requested.
• All Guest Service Agents duties as needed (Check in – check out- handle billing and groups’ requests.)
• Knowledge of and compliance with all Emergency procedures.
• Reports unsafe conditions, as appropriate.
• In the event of a system crash the Rooms Division Coordinator will coordinate all staff on duty to management.
• When the system returns the Coordinator will first update the system with pending arrivals, in house, and departures left for the day, then authorize the housekeeping and front office staff to resume normal operations.
• Maintain a professional and friendly relationship with other departments, associates and guests.
• Maintains work area in a neat and orderly fashion.
• Other duties as assigned by management.

Benefits

• Benefit eligibility for Full-Time associates on the first of the month following 60-days of employment. (Medical, Dental, Vision, Voluntary Life Insurance, Aflac supplemental insurance, and Pet Insurance)
• Access to Go Hilton team member travel program.
• 401(k) or Roth 401(k) Retirement Plan with up to 4% company match.
• Seven (7) Paid Holidays: New Year's Day, Easter Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day & Christmas Day.
• Vacation accrual of two (2) weeks for Full-Time associates & one (1) week for Part-Time associates after completion of one year of employment.
• Complimentary meals during working hours.
• Complimentary parking during working hours.
• Engage in Waterfront Recognition Programs. (Service from the Heart cash rewards, department appreciation celebrations & be eligible to be nominated for Associate of the Quarter/Year)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed