Position:               Reservations and Group Reservations Coordinator

Department:        Reservations

Purpose:            Ensure, through constant interactions with the Sales Department, Front Office, that all group bookings are handled and processed efficiently. All individual reservations and special requests are accurate and properly handled.

                 

Reports to:          Director of Revenue Management

 

Essential Functions:   

 

• Accurate input of reservations and group reservations into system within a timely manner.  To include making, changing, and/or canceling reservations.  Ensure all reservations fields are filled out with the correct information.
• Process groups as they are turned definite.  Ensure the group block is set up properly based on individual call in or rooming list.  This may include setting up in system to accept voice calls and/or creating a booking link for group guests to book via the booking engine.
• Knowledge of hotel services, area, and events. Assist in ensuring all websites and/or collateral/literature contains the most up to date and accurate information regarding the hotel and its surrounding areas.
• Meet with meeting planners and market managers as necessary.  Assist in strengthening the relationship within the different levels of staff with the client.
• All convention resumes are audited prior to group arrivals.  Any necessary changes/cancels/additions are completed prior to group arrival.
• Pre-assign group/individual rooms based on VIP and/or special request status.  Ensure all alerts and/or traces are in place and all appropriate departments are notified prior to arrival.
• Monitor phone-calls and assist associates as needed.
• File Reservations and back-up.  Assist accounting (when needed) in providing research/back up for past due folio billings.
• Check all non-guaranteed future reservations for deposit (prepay) status daily.  Ensure all prepaid reservations have deposits on file with the appropriate paperwork needed for payment.
• Handle mail/correspondence in a timely manner.  Some reporting is required based on hotel needs.
• Process confirmations/cancellations as needed.
• Any other duties assigned by management.

 

Hotel Specific Essential Functions:

• Attend weekly leadership meetings
• Attend weekly Group Block Pick Up meetings
• Attend and/or Participate in any other work related activities as deemed appropriate by management

Tools and Equipment:

• To include but not limited to: Computer,  printer, telephone,  pen/pencil, paper, copier/scanner/fax,

file folders, filing cabinet

Working Environment:

• Interior of hotel, in normal office conditions.