Reservations Manager

DoubleTree by Hilton Miami Airport Convention Center•Miami, FL

11h•$60,000 - $70,000•Onsite

About The Position

The DoubleTree by Hilton Miami Airport Convention Center is seeking an experienced Reservations Manager. This is a 100% on-site, exempt position with a starting salary of $60,000–$70,000, reporting to the Director of Sales & Marketing. The Reservations Manager provides cross-functional support for Sales, Revenue, and Accounting, helping ensure alignment and operational efficiency across departments. The role creates and audits rate plans, reservations, and guest packages, and serves as a key liaison among the Sales Department, clients, and hotel operating departments. The manager ensures group requirements are accurately communicated and efficiently executed while managing multiple group accounts in a fast-paced hotel and convention environment. The hotel has 334 guestrooms, onsite dining, a fitness room, an outdoor pool, a business center, retail space, hotel meeting and function space, and a convention center. The position requires strong organization, attention to detail, proactive follow-up, and professional client service.

Requirements

Knowledge of the Delphi Sales & Catering management system.
Some college or business school training; high school graduate.
Three to four years of previous experience in the hospitality industry.
Ability to communicate clearly in English, using proper grammar, with guests, visitors, and hotel personnel.
Ability to compute basic mathematical calculations.
Knowledge of Windows, Word, and Excel.
Ability to input and access data on a computer.
Ability to promote positive relations with telephone callers, ascertain their needs, and address them to ensure satisfaction.
Ability to remain calm and think clearly in pressure situations.
Strong attention to detail, organization, and follow-up skills.
Ability to maintain confidentiality of guest information and designated hotel data.
Ability to work with minimal supervision and cohesively with other departments as part of a team.
Ability to provide legible communication.
Ability to remain stationary at the assigned post for extended periods and to walk or otherwise be mobile for periods of time.
Ability to exert up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Nice To Haves

Previous experience in a hotel managerial role, such as Reservations Manager or Front Desk Manager.
Spanish as a second language.

Responsibilities

Manage group room blocks, rooming lists, reservation updates, pickup reports, and inventory adjustments.
Enter, review, and maintain group reservations in the hotel's property management and reservation systems.
Monitor group room block pickup, cutoff dates, reservation deadlines, and rooming list submissions.
Coordinate rooming list uploads, individual reservation changes, cancellations, and special requests.
Assist with group arrival reports, VIP lists, amenity requests, and pre-arrival planning.
Communicate and address room block discrepancies, inventory concerns, and transient reservation issues.
Ensure group, airline, and transient rates, booking instructions, and reservation details are accurately communicated to clients and attendees.
Provide administrative support to the Director of Sales and Sales Managers throughout the group sales process.
Assist with preparing proposals, contracts, resumes, correspondence, reports, and other sales documentation.
Maintain accurate account information, booking details, and client records in hotel sales systems.
Assist with lead distribution and follow-up tracking, and maintain accurate sales files.
Support preparation of group resumes detailing arrival and departure dates, room blocks, billing instructions, VIP requirements, and special arrangements.
Follow up on outstanding rooming lists, deposits, signed documents, and other required group information.
Respond to client inquiries and internal requests in a timely and professional manner.
Maintain accurate group reservations, room blocks, rooming lists, and account documentation; complete tasks and follow-ups within established deadlines.
Distribute group information to appropriate departments in a timely manner.
Provide professional, responsive, solutions-oriented client service and proactively communicate discrepancies, risks, and outstanding requirements to the Sales team.
Support departmental goals for group revenue, client satisfaction, operational efficiency, and repeat business.
Serve as a primary administrative contact for assigned group accounts and reservation-related inquiries.
Communicate with meeting planners, corporate clients, travel coordinators, and other group contacts about group reservations, booking procedures, room types, rates, and deadlines.
Identify and resolve discrepancies before group arrival; escalate complex requests, contractual questions, billing concerns, and service issues to revenue management and the sales leader.
Coordinate with Front Office, Reservations, Revenue Management, Accounting, Housekeeping, Banquets, and other departments to communicate and execute group requirements.
Distribute group information and arrival details to appropriate departments within established timelines.
Assist with VIP arrangements, special accommodations, billing instructions, and group-specific operational needs.
Participate in pre-convention meetings, turnover meetings, and other group planning discussions as required.
Maintain accurate and timely records in the property management system, sales and catering system, and other designated platforms.
Prepare group pickup, rooming list, inventory, and reservation status reports as requested.
Monitor deadlines and maintain organized files for assigned groups.
Follow hotel procedures for data entry, document retention, confidentiality, and communication.
Identify opportunities to improve administrative processes, accuracy, and departmental efficiency.