Read House Group Rooms Coordinator

The historic Read House Hotel is seeking a part-time Group Rooms Coordinator to assist the Sales and Catering team with day-to-day operations for group meetings, conferences, and social events. Chattanooga’s award-winning historic hotel, The Read House, has been hosting guests and visitors since 1872.

Location: 107 West MLK Blvd, Chattanooga, TN 37402

Salary: Hourly, rate based upon experience

Responsibilities:

• Monitor room pickup daily for group room blocks and adjust (remove/add rooms, re-forecast) as needed to help maximize sell-through.
• Create, prepare, and place group signage in assigned areas.
• Check guest rooms and/or banquet event space ahead of site visits and group arrivals to ensure cleanliness and preparedness for groups.
• Organize, prepare, and distribute weekly Banquet Event Orders and Resume packets.
• Track cutoff dates and release unused inventory based on contracts and demand.
• Review group contracts and make sure all details (rates, comps, suites, upgrades, deposits, billing, attrition, and cancellation terms) are set up correctly and followed.
• Keep organized, complete client files including, but not limited to: contracts, BEOs, addendums, tax-exempt forms, credit approvals, and commission details.
• Identify and flag any sales and catering risk items like low pickup, missed deposits, or upcoming cutoffs.
• Receive and review rooming lists to confirm rates, room types, dates, share-withs, VIPs, and accessibility needs.
• Handle name changes, arrival/departure updates, and special requests in guest profiles and notes.
• Create and distribute small group menus as needed.
• Coordinate and prepare photo passes when required. Communicate with the Front Office regarding arrivals of photo pass holders.
• Work with appropriate departments on pre-arrival letters, welcome amenities, and suite assignments.
• Prepare pre-con packets and name badges, and distribute resumes with status updates, VIPs, upgrades, comps, and billing details.
• Reconcile billing after events, including pick up against the contract, calculate attrition or credits, finalize rooming lists, and pass clean billing to accounting.
• Support the Reservations team by assisting with internal and external calls, including reservation questions and bookings.
• Maintain regular and punctual on-site attendance with the ability to work a flexible schedule which may include days, evenings, weekends, and holidays when business requires.

Qualifications:

• Education/Experience: High school diploma or equivalent required; Post Graduate or Degree in relevant field preferred; Two to four years of related banquet, catering, event planning experience preferred; Experience within luxury, lifestyle or independent hotels preferred.
• Skills: Ability to prioritize and remain highly organized at work assignments; Excellent computer skills, such as typing and use of various computer software; Excellent communication skills with guests, team members, and management; Proficiency in restaurant POS, reservation, and/or inventory applications; Ability to access and accurately input information into the Property Management System; Excellent organization, prioritization, and time management skills; Ability to work efficiently with a strong attention to detail; Knowledge of Opera and Delphi, blocking function space, and creating BEOs.

Physical & Mental Requirements:

• Ability to frequently lift, carry, push, pull, or otherwise move up to 20 pounds and occasionally up to 30 pounds.
• See clearly both near and far to detect cleanliness and discrepancies in event space.
• Hear at a basic level.
• Excellent verbal and written communication skills.
• Traverse work areas including the complex, guest rooms, and public areas.
• Ability to apply commonsense understanding to carry out instructions.
• Ability to work both independently and in a team environment.
• Ability to multitask and work effectively in a high-demand, fast-paced environment with changing variables.
• Ability to apply patience and understanding to all persons and situations.
• Ability to perform well under pressure to meet the needs of guests, team members and/or management.

Work Environment:

• The work environment includes high guest contact; may involve varying conditions and circumstances with guests, staff, visitors, etc.
• The noise level in the work environment is usually low to moderate.
• Inside work in an office environment.
• Ability to occasionally work varied shifts which may include weekends and late night events.

Who We Are: The Roaring '20s are alive and prosperous in Chattanooga at the Historic Read House Hotel. We embrace the "Great Gatsby" era of grandeur and opulence and project the right balance of luxury and rebellious spirit in everything we do. At the Read House, service reigns supreme. We empower our team through support, growth and camaraderie which is instrumental in our culture of genuine hospitality and taking care of guests at every turn. Take the plunge, and be a part of this fun and exciting journey.

EOE / DFWP