Group Rooms Reservations Coordinator

AJS Hotels•Louisville, KY

18h•Onsite

About The Position

Provide meeting planners and area event service managers with one group reservations point of contact by assigned group. This role involves managing group reservations, coordinating with event service managers, and ensuring accurate data entry and file maintenance. The coordinator will also be responsible for balancing house inventory, pre-blocking rooms, managing group billing, and adhering to hotel policies and selling strategies.

Requirements

Strong keyboard skills
Must be able to analyze situations and make decisions that meet and exceed the expectations of the hotel
Ability to learn and master multiple software systems
Strong working knowledge of Microsoft Excel
Must be organized with the ability to handle multiple tasks
Must be able to work a variety of shifts, including weekends and holidays

Nice To Haves

Previous hotel experience in a Reservations, Front Office, Sales and Marketing or Accounting environment is preferred
Maintain a professional business appearance, attitude, and performance

Responsibilities

Maintain positive guest relations at all times
Make / Change / Cancel group reservations
Liaise with Area Event Service in coordinating group bookings
Handle mail /email and verbal correspondence
Process group confirmations as needed
Enter/maintain Group blocks in the PMS system within 24 hours of receipt of turnover
Maintenance of group blocks to release room types not required as rooms pickup – forecasting
Upkeep and maintenance of complete detailed group files for every document regarding the group from the contract to the group resume and all other necessary and provided customer documents
Verification of the VIP, ETA, billing, arrival and departure dates, room types based upon group resumes prior to the weekly staff/resume meeting for each hotel.
Ensure that group blocks, group lists, group billing and cutoff dates are maintained daily, weekly and monthly
Process Rooming Lists accurately and in a timely manner – within 24 hours of receipt
Check rooming list for accuracy
Balance house inventory when the inventory challenges/successes have been created by group business and clearly communicate with the Area Director of Events and the Area Revenue Manager and Area Group Reservation Manager so that the Area Team can clearly define a strategy and plan to share with the hotel teams.
Pre-block all group needs for suites, connecting rooms and VIP Rooms.
Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with AJS Hotels SOP's, in-conjunction with the Area Event Service Manager assigned the file real time bill review daily for master account items related to guestrooms
Control suite inventory and specialty rooms according to suite request policy for groups
Monitor group pickup and advise the Area Director of Events and the Area Revenue Manager if group should be re-forecasted
Update and manage all group blocks for forecasting purposes by assigned group within Delphi in order to assist in forecasting the area hotels group blocks
Report to the Area Director of Events and the Area Revenue Manager any changes in group pickup that would affect selling strategies
Adhere to the selling strategies set by the Area Revenue Manager
Check Daily arrivals to ensure accurate reservations
Attend Pre-Convention Meetings, Resume Meetings, Group Pick up Meetings and Area Event and Area Group Reservations Departmental meetings
Complete all bill review documentation and partner with the assigned Area Event Service Manager to ensure that billing is accurate and is received by accounting with the allotted time by AJS Hotel Policy.
Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel.
Attendance at all scheduled training sessions and meetings is required.
Competent at working independently on recurring projects.