Room Block & Reservations Coordinator

Room Block & Reservations CoordinatorWildbirch 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.Core ResponsibilitiesCreate, manage, and audit airline and tour group room blocksMonitor pickup pace daily and adjust allocations as neededEnsure block integrity within the PMS (Hyatt system preferred)Anticipate overbooking risks and communicate earlyBalance inventory between transient, group, and crew allocationsCoordinate with Revenue Management on sell strategyMaintain and manage crew contracts and allocation gridsMonitor daily crew manifests and irregular operations (IRROPs)Serve as liaison between airline representatives and hotel operationsAdjust blocks quickly during flight cancellations or weather eventsEnsure crew billing accuracy and folio routing complianceMaintain confidentiality and professionalism with flight crewsEnter and audit group rooming listsConfirm special requests and amenitiesManage cut-off dates and attrition complianceWork with Sales to ensure block accuracy and proper rate loadingCoordinate billing, tax exemptions, and master accountsReview daily arrival reports and upcoming 714 day forecastsIdentify compression dates and communicate riskSupport overbooking strategy under Revenue guidanceMaintain strong awareness of occupancy trends and demand shiftsMaintain accurate folio routing and billing setupReconcile group master accounts with AccountingAudit advance deposits and group prepaymentsMonitor rate code accuracy and contract complianceTrack and report block pickup performanceAssist with monthly group and airline production reportingIntermediate Excel skills required, including:Pivot tablesBasic formulasBlock tracking spreadsheetsRevenue pickup analysisUnderstanding of:City ledger processesDirect billingTax exemption complianceRate loading auditsOperational CoordinationPartner closely with: Front Desk, Housekeeping, Security, Sales, Revenue Management, AccountingEnsure room assignments align with: VIP status, crew requirements, accessibility needs, group adjacency requestsProactively flag room maintenance or OOO inventory impacting blocksDecision-Making & Problem SolvingAbility to manage last-minute crew additions or cancellationsCalm under pressure during irregular airline operationsQuick assessment of inventory riskEscalate issues appropriately to MOD, Revenue, or Executive TeamMaintain composure in high-volume seasonal environmentsProfessional ExpectationsMinimum 3 years hotel reservations or group block experienceProven experience with airline crew and tour group volumePMS proficiency (Hyatt experience strongly preferred)Strong written and verbal communication skillsProfessional presence with internal and external stakeholdersAbility to handle sensitive or high-profile guests with discretionHighly organized and process-drivenAbility to multitask in a dynamic Alaska environmentKey CompetenciesInventory management precisionFinancial awarenessForecast interpretationContract comprehensionAttention to detailStrong follow-up disciplineDeadline-driven mindsetData integrity focusAlaska-Specific ConsiderationsFlexibility during weather-related operational shiftsUnderstanding of cruise season and peak tourism cyclesAbility to adjust quickly during seasonal compressionAwareness of extended daylight and seasonal staffing patternsSchedule & Work EnvironmentFull-time, on-site roleMay require occasional weekend support during peak periodsHigh interaction with airline representatives and tour operatorsFast-paced environment during summer tourism seasonWhy WildbirchWildbirch Hotel JDV by Hyatt is a lifestyle-driven, design-forward property in downtown Anchorage. We operate in a market where precision and personality coexist. This role supports a growing hotel platform that values structure, accountability, and guest-centric excellence.