Group Rooms Coordinator - Aspen Hospitality

Aspen Hospitality, a division of Aspen One, owns and operates a portfolio of hotels and residences that currently consists of The Little Nell, Aspen's only Five-Star, Five-Diamond, ski-in/ski-out hotel and its affiliated Residences at The Little Nell, both of which are located at the base of Aspen Mountain; the Limelight Hotel Aspen and Limelight Hotel Snowmass in Colorado; the Limelight Hotel Ketchum near Sun Valley in Idaho and the Limelight Denver, adjacent to Denver’s Union Station. Two additional Limelight Hotels in Mammoth, California, and Boulder, Colorado, are currently in development as well as a new Nell property at Rockefeller Center in New York City. Aspen Hospitality also owns and operates the Aspen Mountain Club and the Snowmass Mountain Club.  Aspen One is the parent company of Aspen Skiing Company, Aspen Hospitality and Aspen Ventures and leverages its influence across all of its business units to advance climate action, community engagement and racial justice. For more information, visit www.aspenhospitality.co. 

Position Summary
The Group Rooms Coordinator is responsible for entering, managing and monitoring contracted group reservations and room blocks, corporate account reservations, residence owner reservations, and residence rental unit availability within the property and group reservation systems. This position reports to the Regional Director of Sales. 

The pay range for this position is $25.00 to $29.00 per hour, actual pay will be dependent on budget and experience.

Job Posting Deadline
Applications for this position will be accepted until June 22, 2025.

Essential Job Functions/ Key Job Responsibilities
•    Collaborate and work in unison with Group Sales Managers, Sales Coordinators, and Reservations team to manage group bookings and allocations in reservation systems
•    Prepare, enter, and manage Space Available and Block Space group allocations, rooming lists, and balancing blocks to ensure accurate room availability
•    Participate in weekly yield meetings, team training, and pre-conference/resume meetings as needed
•    Maximize occupancy by monitoring unit availability with run of house (ROH) placing new reservations adjacent to existing reservations when possible
•    Provide group departure pick-up reports and assist with attrition, commission, and billing reports for Sales and Accounting Managers
•    Monitor and manage group reservations, maintain contact with group guests, and release space if necessary
•    Ensure rental inventory availability and follow policies/procedures for taking reservations
•    Manage Group Blocks to ensure rooms are accurately held and avoid overbooking
•    Enter and manage Residential Owner calendars and Owner stays in reservation systems
•    Enter and manage corporate account reservations, internal bookings, and Residential Owner stays in reservation systems
•    Serve as point of contact with third-party property managers to book rentals for residential units and handle special projects as assigned
•    Other duties as assigned

Education & Experience Requirements
•    College degree is preferred
•    2 to 3 years prior guest service experience is required
•    1 to 2 years experience as a Reservation Agent and/or Hotel Front Desk Agent is preferred

Knowledge, Skills & Abilities 
•    Knowledge of Sales Force/Delphi, HMS, and Microsoft Office applications is a plus
•    Understanding of group reservation procedures, including space allocations, managing blocks, and monitoring inventory
•    Strong attention to detail when managing rooming lists, balancing blocks, and ensuring accurate data entry in reservation systems
•     Excellent organizational skills to manage multiple group reservations, rooming lists, and special requests simultaneously
•    Strong verbal and written communication skills to liaise effectively with Sales, Reservations, and guests
•    Ability to identify issues in group bookings or reservations and provide effective solutions, including managing overbooking situations
•    Exceptional customer service skills to ensure group guests' needs are met and maintain a positive guest experience
•    Ability to manage multiple tasks and prioritize responsibilities effectively in a fast-paced environment
•    Ability to work collaboratively with different departments (Sales, Reservations, Accounting) to ensure smooth group booking operations
•    Capacity to adapt to changing group reservation needs, adjusting blocks or availability as required
•    Ability to meet deadlines for reports, group pick-up reports, and reservation updates, while ensuring data accuracy
•     Ability to maintain a professional demeanor and uphold the high standards of the hotel when dealing with both internal and external stakeholders

Work Environment & Physical Demands
•    Ability to stand, type and sit at desk/computer for most of the work shift executing repetitive movements  
•    No adverse or hazardous conditions 
•    Not required, but preferred to be able to occasionally lift, push or pull 25 lbs. individually or with assistance (weight limits can vary according to position, but no more than 50) 

Job Benefits 
This position is classified as a regular full-time position eligible for the following benefits:
Enrollment dates differ across the various programs.  
•    Health, Dental and Vision Insurance Programs
•    Flexible Spending Account Programs
•    Life Insurance Programs
•    Paid Time Off Programs
•    Paid Leave Programs
•    401(k) Savings Plan
•    Employee Ski Pass and Dependent Ski Passes 
•    Other company perks

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. By accepting a position with Aspen One, Aspen Snowmass, Aspen Ventures or Aspen Hospitality you acknowledge that you are able to perform the essential functions of the job with or without reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. To request accommodation during the application and interviewing process, please contact Human Resources at 970-300-7700.         

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.

Aspen One is an equal opportunity employer (Minority/Female/Disabled/Veteran). At Aspen One, inclusion, equity, and diversity are fundamental to fulfilling our vision of building a better workplace and better world. From our hiring practices through the entire employee experience, we embrace and celebrate the unique experiences, perspectives and cultural backgrounds that each employee brings to the workplace. We encourage diverse points of view which allows us to develop innovative solutions to the ever-evolving world of work. Aspen One strives to foster an environment where our employees feel respected, valued and empowered, and our team members are at the forefront of helping us promote and sustain an inclusive workplace that works for all.

For an overview of Aspen One Company's benefits and other compensation visit www.aspensnowmass.com/employment/benefits-and-perks

Aspen One participates in E-Verify.

E-Verify & Right to Work Poster