Group Rooms Coordinator

Corporate Office•Louisville, KY

13d

About The Position

Meticulously manage and oversee the Group Reservation process. Assist the Director of Revenue Management and Reservations Manager in daily duties including answering phones, filing and computer work.

Requirements

Minimum 6 months front office or reservations experience required.
Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone
Ability to accurately and efficiently input information into computer systems
Ability to work cohesively with co-workers both within and outside of your department
Must be able to analyze situations and make concise decisions that meet and exceed the expectations of the hotel.
Strong attention to detail is required to minimize reservation errors.
Ability to prioritize, organize and follow up on all assigned items, including guest requests and questions.
Strong organizational skills with the ability to multi-task in a fast paced environment.
Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
Excellent customer service and problem solving skills.
Must be able to work a variety of shifts, including weekends and holidays
Must be able to sit for extended periods of time.
Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

Nice To Haves

Experience in hotel operations in other areas (rooms, accounting, sales/marketing) of greater duration will be considered.
Developed computer proficiencies, OPERA and FDC experience a plus.

Responsibilities

Maintain positive guest relations at all times.
Able to perform job functions with attention to detail, speed and accuracy.
Able to prioritize and organize work.
Make / Change / Cancel reservations.
Liaise with Sales Team and Convention Services in coordinating group bookings
Handle mail / correspondence through both designated employee email, phone, and shared Reservations inbox.
Process confirmations as needed.
Enter/maintain Group blocks in the PMS system.
Input group blocks in Opera within 72 hours of receipt following the LSOP on building group blocks.
Audit the inventory reflected in FDC vs. Opera by room type and total number of rooms.
Maintenance of group blocks to release room types not required as rooms pickup.
Upkeep and maintenance of complete detailed group files for every documentation regarding the group from the contract to the group resume.
Verification of the VIP, ETA, billing, arrival and departure dates, room types, other department-related concessions based upon group resumes prior to the weekly revenue meeting.
Ensure that group blocks, group lists, group billing and cutoff dates are maintained.
Process Rooming Lists accurately and in a timely manner.
Check rooming list for accuracy.
Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with Omni SOP’s.
Follow all Omni Credit Policies.
Create customizable group weblinks, monitor and update as needed, and maintain the property’s group weblink documentation system.
Control suite inventory and specialty rooms according to suite request policy.
Monitor group pickup and advise DORM if group should be re-forecasted.
Report to the DORM any changes in group pickup that would affect selling strategies.
Adhere to the selling strategies set by the DORM.
Check Daily arrivals to ensure accurate reservations.
Attend Pre-Convention Meetings, Resume Meetings, Group Pick up Meetings, Credit Meetings and Reservations Departmental meetings.