Margaritaville Hotel Nashville

At Margaritaville Hotel Nashville, great guest experiences start with thoughtful planning and attention to detail behind the scenes. Our Housing & Event Operations Coordinator plays an important role in keeping reservations and event logistics running smoothly.

This position provides dedicated administrative and operational support to Sales & Events, with designated support to the Front Office team. From managing room blocks and billing arrangements to coordinating amenities and event logistics, the Housing & Event Operations Coordinator ensures details are accurate, organized, and delivered as planned.

Based in the Sales office and reporting to the Director of Sales, this role works closely with the Event Planning Manager, Director of Front Office, Revenue Management, and other operational departments to provide exceptional and seamless onsite experience for our Group and Business Travel guests and event attendees. We are looking for a proactive, detail-oriented hospitality professional who takes ownership of processes and enjoys supporting great experiences behind the scenes.

What You’ll Do

Housing & Reservations Administration

• Administer reservations associated with group, corporate negotiated, business transient, and consortia channels.
• Establish, maintain, and audit contracted group room blocks for accurate rates, dates, room types, inventory allocations, and booking instructions.
• Process group rooming lists, reservation changes, cancellations, room shares, and special arrangements.
• Monitor group pickup, cutoff dates, attrition exposure, and remaining inventory; escalate risks and deadlines proactively.
• Reconcile group housing information between INFOR HMS and Delphi, including citywide room block audits and approved block adjustments.
• Maintain reports and investigate booking or rate discrepancies for group, corporate and consortia segments.
• Assist Front Office with house balancing, room type inventory reconciliation, and pre-arrival reservation audits.
• Identify and escalate oversell risks, room type discrepancies, and inventory concerns; process changes only with appropriate authorization.

Billing & Inventory Coordination

• Establish and audit billing for group, corporate and consortia segments including routing instructions, and approved payment arrangements.
• Securely process and track credit card authorizations, virtual credit card payments (VPay), and applicable agreements in accordance with hotel policy.
• Serve as the internal administrative point of contact for group billing questions, coordinating with the Event Planning Manager, Front Office, and Accounting.
• Assist Front Office with house balancing, room type inventory reconciliation, and pre-arrival reservation audits.

Event Operations & Logistics

• Manage operational logistics for contracted group team-building activities, including materials, setup, internal coordination, execution and breakdown.
• Manage group room drops, VIP amenity arrangements and deliveries, and event/outlet signage from preparation through completion.
• Support the Event Planning Manager and Front Office Team during peak group arrivals and high-volume event periods with lobby presence as needed.
• Assist with welcome materials, VIP requests and other assigned event documentation.

 Administrative Excellence & Teamwork

• Maintain organized, accurate housing, billing, reservation, and operational records.
• Communicate concerns, deadlines, and follow-up needs clearly across departments.
• Follow hotel procedures, confidentiality requirements, and approval processes; participate in meetings and training.
• Complete other related housing and event operations duties as assigned.

What We're Looking For

• At least 1 year of hotel sales experience preferred.
• Previous experience in hotel reservations, front office, group housing, or event operations preferred.
• Experience with INFOR HMS, Delphi, or comparable hospitality systems preferred.
• Strong organizational and time-management skills with the ability to manage multiple opportunities and deadlines at once.
• Proficiency in Microsoft Office
• Excellent attention to detail, organizational skills, follow-through, and practical problem-solving.
• Clear, professional communication and the ability to collaborate with several internal departments.
• Ability to balance administrative tasks with hands-on event operations to meet business needs
• Bachelor's degree or equivalent hospitality or sales experience preferred.
• Ability to communicate effectively with guests, clients, and team members.
• Reliable transportation and the ability to work occasional early mornings, evenings or weekends as needed
• Ability to stand, sit, and walk for extended periods during site tours, meetings, events, and other business activities.

What Success Looks Like

• Guest Experience Excellence: Deliver warm, attentive service that enhances guest and client satisfaction. Respond to requests with a sense of urgency while maintaining a friendly, approachable demeanor that aligns with the Margaritaville vibe.

• Work Style & Team Culture: Maintain reliability in attendance, punctuality, and work habits. Contribute to a positive, collaborative environment that reflects the fun and relaxed Margaritaville culture while upholding professional standards.
• Growth & Development: Show enthusiasm for learning, cross-training, and developing within the hospitality industry. Take initiative in problem-solving and continuously seek ways to improve performance.
• Administrative Excellence: Maintain organized and accurate records, reports, and correspondence. Communicate clearly and professionally across all platforms, ensuring consistency with brand standards. Effectively manage phone calls and written communication with clients, guests, and internal teams.