Group Rooms Coordinator

Group Rooms Coordinator 

Overview: 
Meticulously manage and oversee the Group Reservation process. Assist the Director of Revenue Management and Reservations Manager in daily duties including answering phones, filing and computer work.

Responsibilities: 
•    Maintain positive guest relations at all times.
•    Able to perform job functions with attention to detail, speed and accuracy.
•    Able to prioritize and organize work.
•    Make / Change / Cancel reservations.
•    Liaise with Sales Team and Convention Services in coordinating group bookings
•    Handle mail / correspondence through both designated employee email, phone, and shared Reservations inbox.
•    Process confirmations as needed.
•    Enter/maintain Group blocks in the PMS system.
•    Input group blocks in Opera within 72 hours of receipt following the LSOP on building group blocks.
•    Audit the inventory reflected in FDC vs. Opera by room type and total number of rooms.
•    Maintenance of group blocks to release room types not required as rooms pickup.
•    Upkeep and maintenance of complete detailed group files for every documentation regarding the group from the contract to the group resume.
•    Verification of the VIP, ETA, billing, arrival and departure dates, room types, other department-related concessions based upon group resumes prior to the weekly revenue meeting.
•    Ensure that group blocks, group lists, group billing and cutoff dates are maintained.
•    Process Rooming Lists accurately and in a timely manner.
•    Check rooming list for accuracy.
•    Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with Omni SOP’s.
•    Follow all Omni Credit Policies.
•    Create customizable group weblinks, monitor and update as needed, and maintain the property’s group weblink documentation system.
•    Control suite inventory and specialty rooms according to suite request policy.
•    Monitor group pickup and advise DORM if group should be re-forecasted.
•    Report to the DORM any changes in group pickup that would affect selling strategies.
•    Adhere to the selling strategies set by the DORM.
•    Check Daily arrivals to ensure accurate reservations.
•    Attend Pre-Convention Meetings, Resume Meetings, Group Pick up Meetings, Credit Meetings and Reservations Departmental meetings.

Qualifications: 
•    Minimum 6 months front office or reservations experience required. Experience in hotel operations in other areas (rooms, accounting, sales/marketing) of greater duration will be considered.
•    Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone
•    Ability to accurately and efficiently input information into computer systems
•    Ability to work cohesively with co-workers both within and outside of your department
•    Must be able to analyze situations and make concise decisions that meet and exceed the expectations of the hotel. 
•    Strong attention to detail is required to minimize reservation errors.
•    Ability to prioritize, organize and follow up on all assigned items, including guest requests and questions. 
•    Developed computer proficiencies, OPERA and FDC experience a plus.
•    Strong organizational skills with the ability to multi-task in a fast paced environment.
•    Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
•    Excellent customer service and problem solving skills.
•    Must be able to work a variety of shifts, including weekends and holidays
•    Must be able to sit for extended periods of time. Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.