Group Rooms Coordinator

Corporate Office•Dallas, TX

19d

About The Position

The Group Rooms Coordinator (GRC) will be responsible for supporting the Omni Severin Hotel. They will assist Revenue Management, Sales and Convention Services with group communication and OPERA Cloud-related data entry and maintenance. This will include daily, weekly, monthly, and ad hoc tasks. Some of these duties will overlap with transient reservations, as well.

Requirements

High school diploma or equivalent
Must be proficient in Excel, Outlook and other general computer skills
Must be able to communicate effectively with internal and external guests
Must be able to work Monday- Friday with the occasional weekend

Nice To Haves

Previous hotel reservations and/or Front Desk experience is preferred
Knowledge of Opera and FDC is ideal

Responsibilities

Process No Show, Early Departure, and Cancellation charges for Group
Check ‘zero rates’ for discrepancies
Process batch deposits for Group
Review and complete reservation requests made by Local FIT accounts/CVB/BT
Assist in managing blocking Group/BT reservations in OCC
Communicate directly with clients (phone and email) for group related reservations changes (must have access to a dedicated work phone)
Email and distribute internal reporting as requested by property (i.e., Group no shows/pick up/cancellation reports, etc.)
Email group pickup and rooming list reports for requested groups to Convention Services Managers
Set up group blocks in OCC once turnover packet is compiled and sent to GRC
Maintain cut-off dates, monitor group blocks, monitor group room types, set up billing, and input special requests
Review group blocks for cut-off date extensions and ensure the blocks are set to cover pre and post dates
Run group arrival lists daily for future arrival dates. Check for duplicate reservations, errors, and questions
Monitor room types daily. Assist FD in balancing the house when needed
Enter in upcoming site visit or sale’s VIP requested reservations
Request email and MyUpgrade suppression as needed
Create group landing pages for call-in groups
Make changes for groups requested by contact or sales manager
Format and upload group rooming lists
If required, manage ‘share’ reservations
Audit ‘out of block’ reservations for groups clients, upon request/contract
Audit suites for oversells. Inform Sales, Catering, or CS for correction
Complete details on group resumes after Group Resume Meeting: Routing/billing VIP’s local and brand wide Payment windows are set up for finance Apply earned comps to reservations based on pick up Wi-Fi set up based on contract Tax rules adjusted based on contract Packages Comments for the front office Alerts for concessions or contract rules (i.e. early departure fee) Set up staff or special rates Ensure upgrades are completed Add OPERA Cloud preferences based on requests and room preferences
Prior to GAC meeting, review 3 rd party housing pickup in all
Make changes in OPERA Cloud after Groups Approaching Cutoff meeting
Check and adjust any overbookings due to group in OPERA Cloud
Attend pre-cons for groups in-house
Attend bill review for groups in-house
Log and track Group Medallia score to identify trends/opportunities for the department
Complete requested housing bureau pick-up forms
Review updates in OPERA Cloud for recent group addendums
Ensure sell through and upgrades are available for call-in/GLP groups
Format and enter the FedEx manifest
Audit FDC blocks built against Opera Cloud blocks
Audit deposit and cancellation rules between FDC and Opera Cloud
Update operations team on current packages and instructions for said package
Send any blackout date emails for local FIT accounts
Provide directional feedback on group block pick-up and slippage