Group Coordinator
About The Position
At Montage International, the Group Coordinator is responsible for handling all reservation aspects of a group, including meeting with meeting planners and Catering/Conference Services managers, monitoring room blocks, processing rooming lists, reporting pick-up, managing VIP and upgraded accommodations, and handling client correspondence related to reservations. This role also involves working as a Reservations & Communications Agent as required. The position contributes to the organization as an active business partner, supporting the company's goals, objectives, vision, mission, and values, and is part of a culture that values passion and doing what you love.
Requirements
- High school or equivalent education required.
- Previous Reservations or Group Coordinator experience required.
- Employees may be required to work varying schedules to reflect the business needs of the hotel.
- Attendance at all scheduled/mandatory training sessions and meetings is required.
Nice To Haves
- Luxury hotel experience strongly preferred
- Bachelor’s Degree
- Delphi experience
Responsibilities
- Assist in processing all incoming reservations received via rooming lists, mailed or in-house correspondence, Hotel Reservation Form, or facsimiles.
- Identify, block and process staff and VIP lists with each group, as directed by the Reservations Manager.
- Review rooming lists for accuracy in format and billing and ensure prompt processing.
- Process all room and dining reservations received via telephone, rooming lists, e-mail, mailed correspondence, Open Table, or facsimile.
- Consistently meet Department Standards.
- Accurately complete all details.
- Send confirmation and literature requests or reply via e-mail, facsimile or, administrative message when requested.
- Answer all reservations and communications.
- Adhere to Department Standards, using the guest’s name when provided or displayed, and an established script.
- Assist guests and Associates with voice mail and messages.
- Be well-informed in order to accurately answer guests’ questions about the resort.
- Follow wake-up call procedures to make sure every request is completed on time.
- Follow established emergency procedures when handling calls of an emergency nature, in a state of natural disaster.
- Attend preconvention meetings as required, be prompt and prepared.
- Develop good working relations with meeting planners to ensure their requests and needs are being met in a timely manner.
- Communicate and work closely with Catering/Conference Services and Sales Managers throughout the group’s program to ensure success.
- Maintain open communication channels between the Reservations and Communications team, and Catering/Conference Services team, passing along pertinent information in a timely manner.
- Keep the ResComm team well-informed and be sure they have the most up-to-date information on Call-In Groups and Wedding Blocks at all times.
- Responsible for handling administrative duties as assigned.
Benefits
- We welcome applicants with disabilities and provide reasonable accommodations as needed to our applicants.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
