Group Rooms Coordinator

Sage Hospitality•Austin, TX

2d•Onsite

About The Position

Sage Hospitality Group is seeking a Group Housing Coordinator for the Hotel Van Zandt in Austin, Texas. Located in the Rainey Street District, Hotel Van Zandt features 319 guest rooms and more than 25,000 square feet of meeting space. As part of Sage Hospitality Group, the company strives to be the best and create excellence in everything they do, believing in enriching lives one experience at a time. They empower employees to make positive impacts on their communities and foster a culture of genuine service, building relationships with guests and creating unforgettable experiences. Sage is looking for independent thinkers with an entrepreneurial spirit who are not afraid to forge their own path, welcoming risk-takers and creative spirits. They invest in personal and professional growth, recognizing that success is about more than just the work done. The Group Rooms Coordinator will champion a culture that "makes the ordinary extraordinary" in every touchpoint of the business.

Requirements

4-year college degree or equivalent hospitality experience.
Ability to type 60 WPM
Microsoft Word applications: Word, Excel, Publisher and PowerPoint.
Alphabetizing, grammar and punctuation skills.
Standard business letter formats.
Strong editing skills.
Excellent attention to detail and multi-tasking skills
Ability to respond to telephone inquiries and handle clients and associates
Ability to use a computer, file, check diary
Excellent speech communication skills necessary to communicate clearly with customers and other departments.
Excellent comprehension and literacy required to read contracts, manager's letters and help prepare contracts and proposals.

Nice To Haves

Previous sales, hospitality &/or analysis experience preferred.

Responsibilities

Handle assigned property’s reservation calls, faxes, and emails when necessary to provide optimal customer service while speaking in the appropriate brand voice.
Maintain accuracy of group blocks including cutoff date, room pick up, room type, suite blocks, rates etc.
Ensure accurate billing set-up for prompt and accurate processing.
Identify, block, and process staff, VIP, and comp room reservations with each group.
Ensure appropriate inventory and information is available for individual call-in groups via all designated booking channels.
Set up and maintain master file for each group with pertinent information, including but not limited to approved changes applied to the group and documented conversations with clients, convention service managers, sales manager, and other applicable manager(s).
Monitor group pick up, cut-off dates, rate and room type availability to maximize hotel revenues and client/guest satisfaction.
Audit all assigned group blocks, room rates, and concessions against PMS per contract once group has turned definite.
Ensure that blocks entered are consistent with pattern for group and that room type blocks flow for duration of the block.
Update as necessary as group rooms pick-up and/or cut-off date has been reached.
Seek approval for additional rooms beyond contracted block as needed.
Facilitate rooming list entry through method chosen by meeting planner.
Ensure all appropriate information is available for individual call in groups.
Coordinate all group activity and information, including processing of reservations, rooming lists, advance deposits, and group resumes to the necessary departments.
Review rooming lists for accuracy of information, format, and billing requirements.
Identify, process, and block rooms for staff and VIP lists as necessary.
Block special request reservations and suites required.
Facilitate special requests using available system(s) as needed, as well as direct property communication to the needed areas/departments.
Monitor housing bureau pickup as required and make adjustments accordingly.
Communicate with management team as necessary.
Facilitate consumption of any complimentary rooms or other contractual room requirements (e.g. complimentary upgrades) and communicate with all appropriate departments.
Serve as liaison with accounting department to ensure all billing requests are configured and executed as necessary.
Prepare all necessary reports and for each hotel's Group Pick Up meeting - be prepared to discuss pickup and trending of groups during meeting.
Communicate effectively and in a timely manner to internal Revenue Management and CS teams any information received that could impact the performance of each group.
Attend all pre-con meetings.
Comfortable speaking directly with clients.
Meet deadlines.
Update to Delphi to FDC
All other duties as assigned, requested or deemed necessary by management.