Sr. Group Housing Coordinator - Hotels

Who We Are

Based in San Antonio, Texas, Zachry Hotels is a proven leader in the development, management and ownership of hospitality assets. At Zachry Hotels, we are passionate about hospitality and surround ourselves with team members who share that same passion. Our tenure in the hospitality and hotel industry has provided us the knowledge and key relationships for success in hotel management, operation, and development. We take care of our clients, business partners and each other as family, within a culture of service and accountability, where we do the right thing because it is the right thing to do.

Together We Can Do Great Things Every Person Matters This Is More Than A Job

Position Overview

The Senior Group Housing Coordinator supports group housing operations, commission and rebate administration, event coordination, and sales and catering functions within a full-service hotel environment. This role serves as a key liaison between clients, meeting planners, agencies, sales teams, and hotel operations to ensure accurate group management, financial reconciliation, and exceptional guest experiences.

This position plays a critical role in commission and rebate processing, including contract interpretation, revenue verification, pick-up auditing, reporting, and agency communication. The ideal candidate is highly organized, analytical, detail-oriented, and experienced in hotel group housing, sales and catering systems, and financial coordination.

What You'll Do

Group Housing & Reservations Coordination

• Manage and maintain group room blocks, reservation accuracy, and pick-up tracking.
• Monitor group pick-up activity, rooming lists, and inventory adjustments.
• Assist clients, meeting planners, and agencies with housing-related requests and inquiries.
• Review group contracts to verify commission, rebate, and housing requirements.
• Partner with Reservations, Front Office, and Revenue teams to resolve discrepancies and ensure accurate billing and reporting.

Commission, Rebate & Financial Administration

• Prepare and process commission and rebate documentation for agencies, meeting planners, and third-party partners.
• Review contracts and agreements to verify commissionable revenue, rebate eligibility, and payment terms.
• Audit group revenue and pick-up activity across hotel systems to ensure reporting accuracy.
• Research and resolve discrepancies between reservation, revenue, and accounting systems.
• Coordinate with Accounting, Sales, and Revenue teams to ensure timely and accurate commission processing.
• Respond to agency and client inquiries regarding commissions, rebates, invoicing, and payment status.
• Prepare financial summaries, audits, and supporting documentation for internal and external stakeholders.
• Assist with reconciliation of banquet, restaurant, and group-related revenues tied to commission and rebate agreements.

Event & Sales Coordination

• Support the planning and coordination of meetings, conferences, and special events.
• Prepare and maintain event documentation, including banquet event orders (BEOs), timelines, and room setup details.
• Assist clients with event logistics, scheduling, audiovisual needs, and hotel services.
• Participate in pre-event meetings and support on-site event execution as needed.
• Provide administrative support for sales and catering operations.

Reporting & Administrative Support

• Generate and distribute weekly and monthly reports related to group pick-up, room revenue, event status, commissions, and operational activity.
• Maintain organized event, housing, commission, and billing records.
• Assist with invoice coordination and follow-up on outstanding items.
• Prepare custom reports and summaries for hotel leadership and operational teams.
• Maintain accurate documentation for audits and financial tracking.

Systems & Technology Support

• Maintain accurate information within hotel sales, catering, reservations, and event management systems.
• Support system users with access requests, troubleshooting, training coordination, and general system support.
• Assist with maintaining templates, merge documents, distribution lists, and property-specific system updates.
• Coordinate with internal IT and operational teams regarding system functionality and integrations.

Internal Coordination & Service Excellence

• Collaborate closely with Sales, Catering, Banquets, Front Office, Revenue Management, and Accounting teams.
• Ensure timely communication of group, event, and financial details across hotel departments.
• Deliver exceptional internal and external customer service while managing multiple priorities.
• Identify opportunities to improve operational efficiency, reporting accuracy, and guest experience outcomes.

Additional Responsibilities

• Maintain confidentiality of client and business information.
• Support departmental projects and operational initiatives.
• Provide coverage and administrative assistance for team members as needed.
• Perform other duties as assigned to support hotel operations.
• Maintain reliable and consistent attendance as an essential function of the role.

What You'll Bring

Required Education & Experience

• High School Diploma or equivalent required.
• Minimum of two (2) years of experience in hospitality, group housing, sales and catering, reservations, accounting, or event coordination.

Preferred Education & Experience

• Associate's or Bachelor's degree in Hospitality, Business, Finance, Event Management, or a related field.
• Experience in a full-service hotel environment.
• Experience with commission processing, group billing, or rebate administration.
• Experience with hotel sales, catering, reservations, and property management systems, including PEP, Delphi, and Passkey.

Required Skills and Abilities

• Strong organizational and analytical skills with exceptional attention to detail.
• Ability to interpret contracts, verify financial data, and reconcile discrepancies accurately.
• Strong time management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong critical thinking and problem-solving abilities.
• Proficiency with Microsoft Office and hotel management systems.
• Ability to work independently and collaboratively across multiple departments.
• Professional customer service skills with a strong commitment to client satisfaction.
• Ability to maintain accuracy while managing high-volume administrative, financial, and operational tasks.
• Flexibility to support occasional special events and business demands outside of a standard schedule.
• Experience with group housing management, commission reconciliation, and hotel systems such as PEP, Delphi, and Passkey preferred.

Other Qualifications

• High level of accuracy and attention to detail.
• Ability to maintain confidentiality and professionalism when handling sensitive information.
• Strong organizational discipline and follow-through.
• Commitment to delivering exceptional service and operational excellence.

Zachry Hotels offers an industry leading benefits package for our employees and their families.

• Medical, Dental, Vision and Life Insurance
• 401K, Paid Leave and Bonus Program
• Company-paid short-term and long-term disability insurance
• Employee assistance program
• Tuition Reimbursement
• And many more

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

Notice to Staffing Agencies

Zachry Hotels (Zachry) will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Zachry, including unsolicited resumes sent to a Zachry mailing address or email address, directly to Zachry employees, or to Zachry's resume database will be considered Zachry property. Zachry will not pay a fee for any placement resulting from the receipt of an unsolicited resume. Zachry will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Zachry's recruiting function to submit resumes, and then only in conjunction with a valid, fully executed contract for service and in response to a specific job opening. Zachry will not pay a fee to any Agency that does not have such an agreement in place. Agency agreements will only be valid if in writing and signed by Zachry's Human Resources Representative or his/her designee. No other Zachry employee is authorized to bind Zachry to any agreement regarding placement of candidates by Agency.

Company: Zachry

Position: Sr. Group Housing Coordinator - Hotels

Req #: 11028448

Date Posted: May 29, 2026

Location: 200 South Alamo Street, San Antonio,
US,
TX,
78205

Job Category: Sales & Marketing