Reservations Manager

DoubleTree•Miami, FL

1d•Onsite

About The Position

The DoubleTree by Hilton Miami Airport Convention Center is hiring an experienced Reservations Manager. This exempt position is 100% on-site, with no remote work, and reports to the Director of Sales & Marketing. The Reservations Manager provides cross-functional support to Sales, Revenue, and Accounting, helping align operations across departments. The role creates and audits rate plans, reservations, and guest packages and serves as a liaison among Sales, clients, and hotel operating departments to ensure group requirements are accurately communicated and efficiently executed. The position supports group reservations and room-block management, client communication, sales administration, reporting, and coordination with hotel departments. The ideal candidate is organized, detail-oriented, proactive, and able to manage multiple group accounts in a fast-paced hotel and convention environment. The hotel has 334 guestrooms, dining and guest amenities, and extensive meeting, event, and convention facilities.

Requirements

Some college or business school training.
High school graduate.
3–4 years of previous experience in the hospitality industry.
Knowledge of the Delphi Sales & Catering management system.
Ability to remain stationary at an assigned post for extended periods and to walk or remain mobile for lengths of time.
Ability to exert up to 25 pounds of force occasionally and negligible force frequently or constantly to move objects.
Ability to input and access data on a computer.
Ability to promote positive relations with telephone callers, ascertain their needs, and address them to support caller satisfaction.
Ability to remain calm and clear-thinking in pressure situations.
Strong attention to detail, organization, and follow-up skills.
Ability to maintain the 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 communicate clearly in English, with proper grammar, with guests, visitors, and hotel personnel.
Ability to provide legible communication and perform basic mathematical calculations.
Knowledge of Windows, Word, and Excel.

Nice To Haves

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

Responsibilities

Manage group room blocks, rooming lists, reservation updates, pickup reports, and inventory adjustments.
Enter, review, and maintain group reservations in hotel property management and reservation systems.
Monitor room-block pickup, cutoff dates, reservation deadlines, and rooming-list submissions.
Coordinate rooming-list uploads, 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, including proposals, contracts, resumes, correspondence, reports, and other sales documentation.
Maintain accurate account information, booking details, client records, sales files, and group documentation.
Assist with lead distribution and follow-up tracking.
Prepare 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 professionally and promptly to client inquiries and internal requests, and complete follow-ups within established deadlines.
Distribute accurate group information to appropriate departments in a timely manner.
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 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 sales leadership.
Coordinate with Front Office, Reservations, Revenue Management, Accounting, Housekeeping, Banquets, and other departments to communicate and execute group requirements.
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 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.
Support group revenue, client satisfaction, operational efficiency, and repeat-business goals.