Reservations - Group Coordinator
About The Position
Coordinate reservations, room blocks, and contracts for large groups, and assist with on-site meetings as needed. Maintain group blocks, rooming lists, and reservations in the property management system. Prepare for group arrivals by organizing group histories, billing information, deposits, files, VIP information, and correspondence, and interact with booking contacts as needed. Process group reservation requests, changes, and cancellations; keep group records and notes accurate; coordinate group requirements with other departments; and provide reports and follow-up on group inquiries. The position also involves responding to guest concerns, supporting quality service and teamwork, and completing other assigned administrative and reporting duties. Associates may be required to work varying schedules based on hotel business needs. Regular attendance is essential. The role requires the ability to perform essential functions with or without reasonable accommodation. PPE may be required for duties that present health or safety risks; the hotel provides and trains associates on required PPE. Employees must maintain a neat, clean, and well-groomed appearance, with uniform requirements explained during orientation.
Requirements
- High school graduate or equivalent.
- 1–2 years of Reservations, Front Office, or Sales experience.
- Ability to read, listen, and communicate effectively in English.
- Ability to access, read, and accurately input information using a moderately complex computer system.
- Ability to deal effectively with internal and external guests, including demonstrating patience, tact, and diplomacy; listening empathetically and providing positive, proactive solutions.
- Ability to perform the essential functions of the job with or without reasonable accommodation.
- Regular attendance and compliance with the employer’s attendance standards.
- Maintain a neat, clean, and well-groomed appearance.
Responsibilities
- Prepare for group arrivals, including group history, billing information, deposits, filing, VIP information, and correspondence; interact with booking contacts as needed.
- Accurately record group rooms and revenue in the property management system.
- Process group reservation requests, changes, and cancellations received through phone, fax, email, mail, internal channels, and travel planners or corporations.
- Enter and modify group blocks to accurately reflect inventory, stay dates, cancellation policies, deposit requirements, and booking procedures.
- Maintain accurate group filing and ensure every group block is traced.
- Create and update group block notes with relevant reservation information and coordinate group needs with other departments as specified in contracts.
- Provide and maintain records and reports for groups during their stays and after departure, and follow up on group inquiries.
- Stay informed about current rates, rate changes, promotions, facilities, services, and hours of operation.
- Attend pre-meeting planning meetings or conferences as needed or requested.
- Respond to guest concerns or complaints and communicate outstanding requests or issues to management for monitoring or follow-up.
- Promote teamwork and quality service through daily communication and coordination with other departments.
- Perform other assigned duties, including running cancellation, booking, or arrival reports.
- Assist with other administrative duties, prepare reports, and attend required training and meetings.
- Support and participate in the Trump Cornerstones and demonstrate working knowledge of service standards.
- Report defective, damaged, lost, or improperly fitting PPE or equipment to the manager.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
