Group Housing Coordinator, Reservations

HEI Hotels & Resorts
life insurance, vision insurance, 401(k)
United States, Pennsylvania, Pittsburgh
May 07, 2026
About Us At the Pittsburgh Marriott City Center, we don't just offer exceptional hospitality - we offer exceptional careers. Located in the heart of the city, just steps from Acrisure Stadium and across from PPG Paints Arena, our hotel blends modern style with authentic Pittsburgh charm. What truly sets us apart is our people. We believe that our success begins with an engaged and empowered team. That's why we're committed to providing a supportive, inclusive, and dynamic workplace where every associate can grow and thrive. With comprehensive benefits and a culture rooted in respect and belonging, the Pittsburgh Marriott City Center is more than just a place to work - it's a place to build your future. Discover how far your potential can take you. Join us today. Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization! We value U.S. military experience and invite all qualified military candidates to apply. Overview The Group Housing Coordinator is responsible for managing and coordinating group reservations, rooming lists, billing setup, and guest accommodations to ensure a smooth and organized group experience. This role works closely with Sales, Events, Revenue Management, and Front Office teams to monitor group blocks, maintain accurate inventory, process reservations and changes, and communicate updates with clients and internal departments. The position also supports reporting, documentation, and overall operational coordination while providing excellent customer service and maintaining strong attention to detail, organization, and confidentiality. Experience with hotel reservation systems, preferably Marriott systems such as FSPMS, along with strong communication and problem-solving skills, is preferred. Essential Duties and Responsibilities Rooms Reservations Processing * Accurately process reservations, changes, and cancellations via correspondence of group rooming lists, cards, housing forms, or by any other media so selected by group client and approved by the hotel. * Load group blocks in FSPMS, including booking suites following the established booking procedures. * Accurately process VIP and staff reservations, including complimentary rooms. * Review group resumes and rooming lists to ensure accuracy and fulfill any special requests. * Be able to process and build/take from blocks for affiliate groups, including tracking and maintaining inventory. General Rooming and Group Billing * Generate billing/housing reports from computer system as needed. * Understand and facilitate the process of overflow rooms with Event Manager and group contact. * Be able to ensure group billing is set up accurately. If requested, conduct daily bill reviews while groups are in house. * Communicate weekly with Director of Revenue Management and Event Managers as to the status of the groups * Work closely with group contacts, maintaining open lines of communication regarding changes in status of each group, i.e. pickup, slippage, cutoff dates, etc. Documentation/Reporting * Code documents according to company policies and procedures. * Record, store, and/or analyze information using property software. * Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes. * Organize, secure, and maintain all files and records in accordance with document retention and confidentiality policies and procedures. * Complete reports as specified. Communication * Speak to guests and co-workers using clear, appropriate and professional language. * Talk with and listen to other employees to effectively exchange information. Assists Management * Coordinate tasks and work with other departments to ensure that the department runs efficiently. Working with Others * Develop and maintain positive and productive working relationships with other employees and departments. * Support all co-workers and treat them with dignity and respect. * Partner with and assist others to promote an environment of teamwork and achieve common goals. * Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality. Physical Tasks * Enter and locate work-related information using computers and/or point of sale systems. * Read and visually verify information in a variety of formats; stand, sit, or walk for an extended period of time. * Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Qualifications * Bachelor's degree or equivalent experience with 1+ year of hotel background preferred. * Brand experience with Marriott systems preferred. FSPMS knowledge helpful. * Ability to effectively deal with customers, some of whom will require high levels of patience, tact and diplomacy to defuse anger to collect accurate information. * Ability to access, read and accurately input information using a moderately complex computer system. * Ability to establish and maintain effective working relationships with associates, customers and patrons. * Ability to sit for extended periods with or without reasonable accommodation. * Effective verbal and written communication skills. Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc. Compensation Tipped/Service Charge Eligible? No Discretionary Performance Bonus Eligible? No Benefits HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you! For your physical and mental wellness we offer competitive Medical and Dentalprograms through Anthem Blue Cross Blue Shield as well asVision insurance programsthrough EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status. HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.