Group Reservation Coordinator

POSITION OBJECTIVE

This position will work closely with the following internal stakeholders including, but not limited to the Director of Revenue Management, Sales Managers, Conference Service Managers, Conference Services Coordinators, the Accounting Manager, the Reservations Department and the Front Office Operations Team to ensure both corporate and leisure group reservations are organized, entered and maintained up until the guest checks out. In addition, this position will work closely with the group/event planner to handle and answer all reservation related inquiries by providing excellent customer service at the highest level of accuracy in a timely manner.

ESSENTIAL JOB FUNCTIONS

• All Reservation Coordinator job responsibilities
• Keep updated E-files on all upcoming groups upon receipt of turning definite
• Ensure accuracy between Ivvy and SMS systems (Room counts, Rates, cutoff date).
• Build rates and rate profiles in SMS with Group specific information.
• Build customized routing details based on the needs of the group.
• Input group rooming list and facilitate all rooming list changes upon communication from the event planner, Conference Service Manager, and guests.
• Initiate introduction email to group planner.
• Provide reservation rooming list and pick up reports to key stakeholders on a scheduled basis.
• Co-manage group attrition against contracted daily room minimum.
• Attend weekly Resume meeting to review upcoming group arrivals and then ensure all reservation related components are detailed out.
• Build rooming list [if applicable], and pick-up report template for each Group.
• Attend all preconference meetings requested by clients and Conference Services Manager.
• Maintain and organize Group Reservation email inbox.
• Communicate Group updates and status to the in-house Reservations Department and the Reservation Manager.
• Respond to all communication filtered through the Group Reservation inbox.

• High school diploma or equivalent
• One year customer service experience preferred

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must exhibit professional communication skills, both written and verbal.
• Ability to communicate effectively with internal and external customers exercising patience, tact and diplomacy.
• Basic working knowledge of the Delphi System.

• May be required: to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with problems involving several concrete variables in standardized situations.
• Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to 8 hours per day. Walking and standing may be required. Length of time of these tasks may vary from day to day and task to task.
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 15 lbs. on a regular and continuing basis.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.