Administrative Coordinator

Yotel•Boston, MA

5d•$35

About The Position

Position Overview: The Administrative Coordinator will work primarily with the Sales Team. They will administer the operational and system processes for coordinating group arrival and departure by entering group bookings and rooming lists into the sales and front desk systems. This position will also assist with guest correspondence, group and transient billing, reporting, as well as reservation assistance. The Administrative Coordinator will also be responsible for answering calls to the Sales Department and directing them accordingly. In addition to assisting the sales team, the role will also assist in other departments when needed, such as Finance and Human Resources. This is an hourly position with a pay rate of $35.00 an hour. Major Duties & Responsibilities: Always maintain positive external and internal guest relations by delivering respectful, professional, and responsive service. Perform job functions with attention to detail, speed, and accuracy. Able to prioritize and organize work. Effectively utilize the property management system Handle email and phone correspondence. Enter/maintain Group blocks in Delphi and property management system. Submit various group and transient requests to distribution. Maintenance of group blocks and their inventory. Create and distribute group resumes. Ensure reservations have necessary VIP, ETA, billing, arrival, departure dates, and room types based upon group resumes. Ensure that group blocks, group lists, group billing, and cutoff dates are maintained. Process Rooming Lists accurately and in a timely manner. Preblock all group needs for suites or connecting rooms. Monitor group pickup and advise DORM if group should be reforecasted. Report to the DORM any changes in group pickup that would affect selling strategies. Process deposits and payments for group and catering events. Accurately manage final billing for group and catering events, ensuring charges are complete and correct. Conduct group audits Verify travel agency commission invoices Attend PreConvention Meetings, Resume Meetings, Group Pick up Meetings, and Reservations Departmental meetings. Run various reports for managers Assist with special projects as needed Skills/Qualifications: College graduate preferred. Possess high energy, positive disposition, professional presentation, and strong selfmotivation. Natural, genuine, customer service orientated individual. Hotel front desk experience is preferred. Experience with Opera, Delphi, or other PMS/CRM systems is preferred. Ability to thrive and succeed in a fastpaced environment Strong organizational and time management skills Ability to work as a team player Ability to maintain positive and professional demeanor while working under pressure Solid computer skills including Outlook, and Microsoft Office Suite. Experience with Canva is preferred. What are YOTEL people like? Pro-active with a ‘can do’ positive attitude. Likes to be busy, always looking for the next task or goal to achieve. Great attention to detail in everything that they do. Sociable and confident with each other and our guests. Friendly, warm and welcoming always. Professional in their outlook, taking pride in their appearance, performance and reputation. Takes responsibility for their actions and those of the wider team. Like to own problems and find solutions for the benefit of the guests and team alike. This position description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the associated with the position. May perform other duties as assigned.

Requirements

Possess high energy, positive disposition, professional presentation, and strong selfmotivation.
Natural, genuine, customer service orientated individual.
Ability to thrive and succeed in a fastpaced environment
Strong organizational and time management skills
Ability to work as a team player
Ability to maintain positive and professional demeanor while working under pressure
Solid computer skills including Outlook, and Microsoft Office Suite.
Position requires flexibility in scheduling, must be able to work AM/PM, weekends & holidays

Nice To Haves

College graduate preferred.
Hotel front desk experience is preferred.
Experience with Opera, Delphi, or other PMS/CRM systems is preferred.
Experience with Canva is preferred.

Responsibilities

Always maintain positive external and internal guest relations by delivering respectful, professional, and responsive service.
Perform job functions with attention to detail, speed, and accuracy.
Able to prioritize and organize work.
Effectively utilize the property management system
Handle email and phone correspondence.
Enter/maintain Group blocks in Delphi and property management system.
Submit various group and transient requests to distribution.
Maintenance of group blocks and their inventory.
Create and distribute group resumes.
Ensure reservations have necessary VIP, ETA, billing, arrival, departure dates, and room types based upon group resumes.
Ensure that group blocks, group lists, group billing, and cutoff dates are maintained.
Process Rooming Lists accurately and in a timely manner.
Preblock all group needs for suites or connecting rooms.
Monitor group pickup and advise DORM if group should be reforecasted.
Report to the DORM any changes in group pickup that would affect selling strategies.
Process deposits and payments for group and catering events.
Accurately manage final billing for group and catering events, ensuring charges are complete and correct.
Conduct group audits
Verify travel agency commission invoices
Attend PreConvention Meetings, Resume Meetings, Group Pick up Meetings, and Reservations Departmental meetings.
Run various reports for managers
Assist with special projects as needed