Group Reservations Coordinator

Group Reservations Coordinator 

Overview: 

Ensure that all Group bookings are handled and processed efficiently and correctly, through consistent interactions with the Sales & Convention Services Departments. To assist the Reservations Manager and Director of Revenue Management in managing the department’s day to day activities. 

Responsibilities: 

• Review group blocks for cut off date extensions, and ensuring the group blocks are created and monitored correctly prior, during, and post the groups dates. 

• Attend weekly group pick-up meetings 

• Run group arrivals lists daily for future arrival dates, and no-show reports daily. 

• Check for duplicate reservations – by calling all multiple same name reservations to ensure accuracy of guest names, and any special requests. 

• Check for group reservation errors – and contact caller of the reservation or group contact accordingly to obtain and verify information. 

• Report to the Reservations Manager and the Director of Revenue Management. 

• Work with the Convention Service Manager and Group Clients with group rooming lists, reservation changes, and group billing – according to contract and email history. 

• Complete Group Commission Report, after group’s departure. 

• Monitor room type availability daily. 

• Monitor non-guaranteed reservations daily, and contact caller of reservation if needed. You will be responsible for canceling the reservation when required. 

• Create and maintain group & transient room blocks. Ensure all reservations have correct billing, and all other necessary information. 

• Complete competition rate analysis as needed. 

• Take in-house reservations calls from customers and OmniRez agents requesting on property assistance or any and all other calls pertaining to room reservations. 

• Monitor Internet and FIT bookings, availability, and billing. Completing commission payment requests accordingly. 

• Assist in completing all VIP and internal reservations, communicating any issues to Reservation Manager or OmniRez HelpDesk Supervisor. 

• Assist in completing all fax and email reservations. 

• Research outstanding Travel Agent Commissions for groups. 

• Research and charge for all no-shows, cancelations, and deposits. 

Qualifications: 

• Knowledge of four-diamond / four-star customer service standards 

• Previous experience in a Luxury Hotel Customer Service / Reservations (strongly preferred) 

• Experience with Delphi, Opera ORS, and Opera PMS (strongly preferred) 

• Previous experience using passkey, nomadixcms, and iMeeting planner app (preferred) 

• Proficient computer skills on Microsoft Office, Excel, and Word 

• Excellent and professional communication skills 

• Highly detailed, and able to maintain excellent organizational skills – while working in a fast pace environment. 

• Ability to multi-task while working on up to 50-60 future groups.