Coordinator Groups

Sage Hospitality•Alexandria, VA

1d•Onsite

About The Position

This role assists the hotel in maintaining and coordinating group reservations. The Coordinator Groups will handle multiple property reservation calls, faxes, and emails, ensuring optimal customer service while adhering to the brand voice. A key responsibility is maintaining the accuracy of group blocks, including cutoff dates, room pickup, room types, suite blocks, and rates. The position also involves ensuring accurate billing setup, identifying and processing staff, VIP, and comp room reservations, and ensuring appropriate inventory and information is available for individual call-in groups through all designated booking channels. The role requires setting up and maintaining master files for each group with pertinent information, monitoring group pickup, cut-off dates, rates, and room type availability to maximize hotel revenues and guest satisfaction. Auditing group blocks, room rates, and concessions against the Property Management System (PMS) per contract is also essential. The Coordinator will ensure block entries are consistent with the group's pattern and that room type blocks flow correctly for the duration of the block, seeking approval for additional rooms beyond the contracted block as needed. Creating StarGroups websites and links, communicating details with Convention Services and meeting contacts, and facilitating rooming list entry are also part of the duties. The role involves coordinating all group activity and information, including processing reservations, rooming lists, advance deposits, and group resumes to necessary departments. Reviewing rooming lists for accuracy, identifying and processing staff and VIP rooms, and blocking special request reservations and suites are required. The Coordinator will monitor housing bureau pickup, make adjustments, and communicate with the management team. Facilitating coordination between housing bureaus/meeting planners and the hotel, ensuring efficient usage of Reservation Connection and/or Reservation Cross Check tools, and facilitating the consumption of complimentary rooms or other contractual room requirements are also key functions. Serving as a liaison with the accounting department for billing requests and preparing necessary reports for Group Pick Up meetings are also part of the role. Effective and timely communication with internal Revenue Management and CS teams regarding information that could impact group performance is crucial.

Requirements

4-year college degree or equivalent hospitality experience.
Ability to type 60 WPM
Microsoft Word applications: Word, Excel, Publisher and PowerPoint.
Alphabetizing, grammar and punctuation skills.
Standard business letter formats.
Strong editing skills.
Excellent attention to detail and multi-tasking skills
Ability to respond to telephone inquiries and handle clients and associates
Ability to use a computer, file, check diary
Excellent speech communication skills necessary to communicate clearly with customers and other departments.
Excellent comprehension and literacy required to read contracts, manager's letters and help prepare contracts and proposals.

Nice To Haves

Previous sales, hospitality &/or analysis experience preferred.

Responsibilities

Handle multiple property reservation calls, faxes, and emails when necessary to provide optimal customer service while speaking in the appropriate brand voice.
Maintain accuracy of group blocks including cutoff date, room pick up, room type, suite blocks, rates etc.
Ensure accurate billing set-up for prompt and accurate processing. Identify, block and process staff and VIP and comp room reservations with each group.
Ensure appropriate inventory and information is available for individual call-in groups via all designated booking channels.
Set up and maintain master file for each group with pertinent information, including but not limited to approved changes applied to the group and documented conversations with clients, convention service managers and sales manager.
Monitor group pick up, cut-off dates, rate and room type availability to maximize hotel revenues and client/guest satisfaction.
Audit all assigned group blocks, room rates and concessions against PMS per contract once group has turned definite.
Ensure that blocks entered are consistent with pattern for group and that room type blocks flow for duration of the block. Update as necessary as group rooms pick-up and/or cut-off date has been reached. Seek approval for additional rooms beyond contracted block as needed.
Create StarGroups websites and links as necessary. Communicate details with Convention Services and meeting contact.
Facilitate rooming list entry through method chosen by meeting planner. Ensure all appropriate information is available for individual call in groups.
Coordinate all group activity and information, including processing of reservations, rooming lists, advance deposits, and group resumes to necessary departments.
Review rooming lists for accuracy of information, format and billing requirements. Identify, process and block rooms for staff and VIP lists as necessary
Block special request reservations and suites required. Facilitate special requests using StarGuest as well as direct property communication.
Monitor housing bureau pickup as required and make adjustments accordingly. Communicate with management team as necessary.
Facilitate coordination between housing bureaus/meeting planners and hotel to ensure efficient usage of Reservation Connection and/or Reservation Cross Check tools as necessary.
Facilitate consumption of any complimentary rooms or other contractual room requirements (e.g. complimentary upgrades) and communicate with all appropriate departments.
Serve as liaison with accounting department to ensure all billing requests are configured and executed as necessary.
Prepare all necessary reports and for each hotel's Group Pick Up meeting - be prepared to discuss pickup and trending of groups during meeting.
Communicate effectively and in a timely manner to internal Revenue Management and CS teams any information received that could impact the performance of each group.