Group Reservations Coordinator

Virgin Hotels•Las Vegas, NV

About The Position

The Group Reservation Coordinator will play an important role in handling reservations for contracted rooms through our Group Sales department specializing in managing group rooming lists, building Passkey links and setting up room billing. The Group Reservation Coordinator will be responsible for managing all group rooms as indicated in contracts and executing accordingly.

Requirements

Great team player with the ability to create excellent working relationships
Ability to break down barriers and resolving potential conflicts swiftly and effortlessly
Strong communication and presentation skills to all levels of management
Creativity and innovation are essential!
Ability to think outside the box and approach all issues with a completely fresh approach
Ability to anticipate needs and over-deliver whenever possible
Candidates must think on their feet and use their initiative to solve problems and deliver solutions
Excellent customer relations, communication, presentation and organization skills of utmost importance
Able to change direction and work on multiple project aspects at once
Enthusiastic, passionate, and able to motivate others
Leadership ability and behavior consistent with Virgin Hotels Core Values: Fun, innovative, original and personable, and striving to deliver high quality and brilliant customer service
Minimum one year experience in Hospitality (Hotel Group Sales, Reservations or Front Desk operations preferred)
Current, legal, and unrestricted ability to work in the United States
Ability to communicate clearly in verbal and written English
Use all equipment associated with the position in an effective and efficient manner
Review, comprehend, and respond to all necessary documentation with a strong attention to detail
Must be able to sit for long periods of time
Ability to operate in a working environment that is sedentary in nature and subject to varying levels of noise
Must have excellent time management and administrative skills to complete execution of all planning details in an effective and efficient manner
Use all equipment associated with the position, including but not limited to: Microsoft Word, Excel and Outlook
The skills and abilities necessary for this position are typically acquired through the completion of a high school degree or equivalent, as well as two months of on-the-job training

Nice To Haves

Minimum typing speed of 45 WPM preferred
Familiarity with the equipment and computer systems associated with the position, including but not limited to Agilysys LMS (PMS), Delphi and Passkey helpful

Responsibilities

Build and manage group links via Passkey Group Booking Engine and LMS (property management system)
Input all rooming lists for sales groups and balance room blocks by releasing any remaining inventory not contracted
Ensuring billing for contacted nights, as well as shoulder dates are accurate and displaying correctly
Manage rooming list changes for guest names, arrival/departure dates, and billing per clients requested within contract guidelines
Print room delegate list for client and sales managers upon request
Act as liaison between client and hotel Junction to ensure rooming needs are met
Remain in constant communication with Revenue Management, Sales Managers, and CSMs
Maintaining a list of individual Call-In Groups for Reservation Agents to refer to
Maintain a file for each sales group entered in LMS (property management system). All rooming lists, block adjustments, and delegate changes are kept in this file. Once a group has been checked out, the group folders are stored
Attend pre-convention meetings with clients to welcome them and address any concerns before the arrival of their guests
Responsible for analyzing group room pick-up and attrition and communicating this information to clients in a professional and courteous manner
Responsible for following up with Revenue Management and Sales to make sure that all rooming lists are received by the cut-off date or as soon as possible
Effectively handle multiple priorities and reporting relationships
Keep informed of all room types, packages and rates; describes rooms, venues and amenities
Assist with answering guest calls and booking reservations based on business needs
Keep up on all functions and special events pertaining to Virgin Hotels Las Vegas
Follow through on all changes pertaining to guest reservations and requests
Cooperate and coordinate with all related departments to provide the best possible service
Provide superior service to all guests and clients. Demonstrates resiliency when dealing with a difficult customer
Perform other duties as assigned to assist the Reservations, Revenue Management and Front Office departments