Group Rooms Coordinator

Wilderness Resort•Wisconsin Dells, WI

6d•Onsite

About The Position

The Wilderness Resort in Wisconsin Dells, Wisconsin is seeking a hardworking, dependable, enthusiastic, customer service-driven individual to join their fast-paced team as a Group Rooms Coordinator. This role is responsible for assisting Sales and Catering staff with group room block data entry, rooming lists, and all other group RDP and Amadeus coordination. The position involves monitoring cutoff dates, blind cutting, and rate adjustments. Additionally, the Group Rooms Coordinator will accommodate Conference Center patrons by registering and assigning rooms, issuing keys, transmitting messages, making reservations, and assisting with guest inquiries. The Wilderness Resort emphasizes a family-like atmosphere and provides a rewarding employment experience with great benefits and amenity usage.

Requirements

Hardworking
Dependable
Enthusiastic
Customer service driven

Responsibilities

Ensure superior guest services as dictated in Guest Services training.
Act as the liaison between the client and our sales and catering staff.
Data entry in RDP and Amadeus for group room blocks.
Rooming list entry and/or adjustments.
Work closely with Sports Sales Manager in regard to data entry and block finalizing in the Event Connect system, used in conjunction with Woodside events.
Coordinate rooming lists in any other 3rd party reservation systems that will be introduced.
Prepares weekly tracking report for room blocks.
Communicates to Sales Managers and Event Detailers when room blocks need attention and assist in managing group inventory.
Administer the operational and system processes for coordinating group arrival and departure.
Maintain a working knowledge of the sales, front office and accounting areas, when it comes to group involvement.
Completes final pick-up for groups upon departure, and ensures Amadeus and RDP are in sync.
Communicate with Reservations department, Revenue Manager, and Director of Sales as necessary in regard to group activity.
Communicate with guests and other managers in order to ensure coordination of group and hotel activities.
Field incoming Conference Center calls and direct inquiries to the proper Sales Managers.
Contact appropriate department when guests have special requests, requirements, or needs.
Be aware of all upcoming groups and major events over upcoming 90 days.
Attend weekly Sales Meetings.
Distributes paychecks to staff and obtains proper signatures.
Ensures any leftover checks are given to the Administrative Assistant to be delivered to Human Resources.
When Conference Center business requires Guest Services desk to be staffed, will work from remote check-in area.
Greet, register, and assign rooms to guests of hotel during remote desk hours.
Verify customers’ credit, establish how the customer will pay for the accommodations, and if necessary, obtain deposit and a copy of customer’s I.D.
Obtain proper Tax-Exempt documents from eligible guests and follow the proper procedures for uploading the information.
Ensure all documents needed are received and filed.
Compute bills, collect payments, and make change for guest room reservations.
Issue room keys and direct guests to their room.
Review accounts and charges with guests during the check out process.
Responsible for cash banks and daily concession sales during remote desk hours.
All other duties as assigned by management.