Room Inventory Coordinator

Compensation Type

Highgate Hotels

Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu, with a rapidly expanding presence in Europe, Latin America, and the Caribbean. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $20B and generates over $5B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition.  Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry-leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.

Location

The all-new, vibrant ‘Alohilani Resort Waikiki Beach blends indoor and outdoor luxury to elevate the experience of Oahu resorts. Every space has been envisioned by award-winning design firm, Rockwell Group. Fresh, welcoming and relaxing, it’s an oasis of tranquility in the heart of Waikiki.

Experience our spacious, welcoming lobby and captivating 280,000 gallon Oceanarium unique to Honolulu resorts. Coming soon, the destination pool deck with private cabanas will offer a saltwater infinity pool, a shallow-water pool and club for kids, and a pool bar that seamlessly transitions from day to night. With a location steps from Waikiki Beach, it’s where Hawaii vacations turn moments into memories.

Our resort is proudly named in honor of Queen Lili‘uokalani, the last reigning monarch of the Hawaiian Kingdom. Beloved by her people, she was a music composer, an author and an ardent supporter of her culture. Her spirit is infused into the resort, which shares the same privileged location as her beachside home Ke‘alohilani, meaning the royal brightness. Welcome to a fresh perspective on resorts in Waikiki. ‘Alohilani Resort Waikiki Beach.

Overview

The Room Inventory Coordinator is a key team member responsible for the coordination and oversight of all facets of guest room reservation inventory management, functioning as the central hub between all departments including Revenue Management, Sales, Front Office, Central Reservations, and Finance.

Responsibilities

• Maintain a warm and friendly demeanor at all times
• Must be able to effectively communicate both verbally and written with all level of employees and guests in an attentive, friendly, courteous, and service-oriented manner
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests
• Must be able to multitask and prioritize departmental functions to meet deadlines
• Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner
• Attend all required meetings and trainings
• Maintain regular attendance in compliance with Highgate Hotel standards, as required by scheduling, which will vary according to the needs of the hotel
• Maintain high standards of personal appearance and grooming, including attire that meets dress code requirements with a nametag
• Comply with Highgate Hotel standards and regulations to encourage safe and efficient hotel operations
• Maximize efforts towards productivity, identify problem areas, and assist in implementing solutions
• Must be effective in handling problems, including anticipating, preventing, identifying, and solving programs as necessary
• Must be able to cross-train in related areas
• Must be able to maintain confidentiality of information
• Must be able to show initiative, including anticipating guest or operational needs
• Perform other duties as requested by management

Qualifications

• Perform daily reservation scrubbing to ensure accurate resort fee capture, package inclusions, routing for groups within 3 days of arrival, and VCC handling (e.g., Booking.com, CapitalOne, TravelFunders, Flexpay).
• Review and process reservations that failed to integrate or were canceled; manage advance deposits for prepaid bookings and ensure accurate billing and routing according to hotel credit policies.
• Manage day-use reservations, out-of-order (OOO) rooms, and category blocks including suites, oceanfront, and HOLD statuses.
• Maintain total hotel room inventory by blocking and assigning rooms through Opera Cloud and SynXis; balance and reconcile inventory across systems.
• Execute proactive blocking and inventory planning using RPM and forecasted arrivals.
• Receive, review, and build reservations for luxury consortia, travel agents, Preferred Hotels, internal bookings, and call center submissions in OPERA.
• Assign and pre-key rooms for airline crew and serve as liaison for air crew and wholesale bookings; oversee airline crew management.
• Review and verify reservation arrivals, ensuring accurate guest data, master accounts, billing profiles, charges (room, fees, baggage, parking, ancillary), and VIP status.
• Post charges to individual and group reservations or master accounts following billing and routing protocols (including A/R and PM accounts).
• Audit rate descriptions and verbiage updates across distribution channels and OTA extranets.
• Communicate availability, closeouts, and rooming list expectations with clients, reservations team, and other internal departments; align on timelines for cutoff and data entry.
• Coordinate with the Front Office for timely blocking and pre-keying of rooms, including VIPs and airline crews.
• Generate and distribute daily inventory recaps and operational updates; compile additional reporting for Groups, Wholesale, and Reservations teams as directed.
• Be fully proficient in OPERA PMS, SynXis CRS, Delphi FDC, OTA extranets, and other inventory and distribution systems.
• Attend and contribute to pre-convention and operations meetings as needed; support all departmental collaboration efforts.
• Stay current on hotel services and outlet hours; assist in maintaining accurate booking information across external channels.
• Foster professional relationships and open communication across departments, with clients, and external partners.