Reservations Coordinator

Allison Inn & Spa•Newberg, OR

17h

About The Position

The Allison Inn & Spa, Oregon Wine Country’s first full-service luxury resort, offers deluxe guest rooms and suites in a lush, relaxing setting. Guided by a philosophy of excellence, our dedicated team is inspired by the bounty of the Willamette Valley and committed to creating meaningful guest experiences. This role processes and manages reservations, changes, and cancellations, while ensuring accuracy and maximizing revenue. Responsibilities include confirming room types and rates, explaining policies, documenting special requests, handling group room blocks, and maintaining organized records. The position also oversees billing setup in line with accounting policies and supports communication for VIP and group accommodations.

Requirements

Ability to work a flexible schedule to include weekends, evenings and holidays.
Two years’ experience in Front Office/Reservations, Marketing, or similar field preferred.
Ability to be flexible and work positively under pressure and change.
Must be detail oriented, accurate and thorough.
Display high standards, fostering trust and cooperation among team members and guests.
Highly effective communicator.
Passionate about providing genuine hospitality and desire to consistently exceed guest expectations.
Ability to effectively communicate with all team members.
An enthusiastic, positive demeanor and desire to provide exceptional guest service.
Successfully pass a pre-employment background investigation.
OLCC License required
Oregon Food Handlers Permit required

Responsibilities

Review daily arrival reports and oversee all reservation procedures, ensuring accuracy and completeness across systems.
Monitor and maintain the integrity of all hotel reservations, including rates, availability, guest profiles, and special requests.
Manage and respond to the shared reservations inbox for both hotel and restaurant inquiries, ensuring timely, professional, and personalized communication.
Coordinate guest experiences pre-arrival, including arranging spa appointments, dining reservations, transportation, and curated on-property or local experiences.
Proactively engage with upcoming guests to enhance their stay through personalized recommendations, itinerary planning, and upselling of amenities and services.
Book and manage spa and restaurant reservations in alignment with guest preferences, availability, and operational guidelines.
Support the Sales Department with group rooming lists, revisions, routing instructions, and billing requirements within operating systems.
Administer special packages, promotions, and guest amenity requests in collaboration with Marketing, Sales, Spa, Food & Beverage, and Front Office teams.
Handle travel advisor bookings, correspondence, and commission processing with accuracy and professionalism.
Communicate changes in availability, booking trends, and guest needs to the Front Office Manager and relevant departments, recommending appropriate actions.
Assist with site tours and provide Front Desk coverage as needed, maintaining service standards across all guest touchpoints.
Maintain detailed knowledge of hotel offerings, spa services, dining outlets, and local attractions to effectively support guest inquiries and experience planning.
Perform additional duties as assigned by leadership to support operational excellence and guest satisfaction.