Centralized Group Rooms Coordinator

Omni Hotels & Spas•Dallas, TX

About The Position

The Centralized Group Rooms Coordinator will be responsible for supporting multiple properties. They will assist Revenue Management, Sales, and Convention Services with group communication and OPERA-related data entry and maintenance. This will include daily, weekly, monthly, and ad hoc tasks. Some of these duties will overlap with transient reservations, as well.

Requirements

Minimum two years hospitality experience required
Prior group experience preferred
Prior Opera experience preferred
Proficient in Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook
Must be able to analyze data and communicate effectively with peers and superiors

Responsibilities

Document/notate/file the Cancellations by CXL Date Report (or Omni – Late Cancellation)
Process No Show and Cancellation charges for Group and Transient
Check ‘zero rates’ for discrepancies
Process batch deposits for group and transient
Attend to ‘communal’ inbox emails and complete tasks or requests
Group in house, email no shows and manage reinstating
Group in house, assist in managing blocking reservations and queue in OPERA
Email and distribute internal reporting as requested by property (i.e., Group no shows/pick up/cancellation reports, etc.)
Email group pickup and rooming list reports for requested groups to Convention Services Managers
Enter in upcoming site visit or sale’s VIP requested reservations
Maintain OPERA parity with FDC by entering recent definite groups
Input ‘package blocking’ for call-in/GWP groups
Create group landing pages for call-in groups
Make changes for groups made by contact or sales manager
Format and upload group rooming lists
If required, set up and split ‘share-with’ reservations
Manage subblock list/tracking for the sales team
Review groups cutting off in the next several days, send out reminders
Audit ‘out of block’ reservations for groups clients, upon request/contract
Calculate group rebate, commissions, and advance commissions as requested by property
Save departing group’s progressive history and any notes helpful for repeat groups (‘Post-Con’ report)
Audit suites for oversells. Inform Sales, Catering, or CS for correction
Complete details on group resumes
Routing/billing VIP’s local and brand wide
Payment windows are set up for finance
Earned Comps applied to reservations based on pick up
Wi-Fi set up based on contract
Tax rules adjusted based on contract
Packages Comments for the front office
Alerts for concessions or contract rules (i.e. early departure fee)
Set up staff or special rates
Ensure upgrades are completed
Set up amenities based on contract
Add OPERA specials based on requests
Add OPERA features based on room preference
Make changes in OPERA from Groups Approaching Cutoff meeting
Check and adjust any overbookings due to group in OPERA
Attend bill review for groups in house if requested by property
Log and track Group Medallia score to identify trends/opportunities for the department
Complete requested housing bureau pick up forms
Update OPERA with recent group addendums
Ensure sell through and upgrades are available for call-in/GLP groups
Audit FDC blocks built against ORS blocks
Audit deposit and cancellation rules between FDC and ORS
Update operations team on current packages and instructions for said package