Marketing Coordinator

JOB PURPOSE:  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.   

ESSENTIAL JOB FUNCTIONS: 

• 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 transient and group bookings. 

• Handle mail/message/phone correspondences. 

• Process confirmations as needed. 

• Oversee transient reservations. 

• Process (create/modify/cancel) individual reservations for (but not limited to) negotiated accounts, discount, government, gift certificates, complimentary, special requests. 

• Conduct OTA unconfirmed booking audits. 

• Oversee small scale group reservations. 

• Handle room blocks of approximately 125 total room nights. 

• NOTE: this position requires prospective candidates to progress to large scale room blocks during tenure in position. 

• Maintain Group blocks in Opera Cloud (PMS system). 

• 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 based upon group resumes prior to the weekly revenue meeting. 

• Ensure that group blocks, group lists, group billing and cutoff dates are maintained. 

• Check rooming list for accuracy. 

• Process rooming lists accurately and in a timely manner. 

• Pre-block all group needs for suites or connecting rooms. 

• Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with Omni SOP’s. 

• 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. 

• Follow all Omni Credit Policies. 

• Dispatch payment links to guests. 

• Dispatch confirmation letters to guests. 

• Check Daily arrivals to ensure accurate reservations. 

• Attend pre-convention meetings, resume meetings, inter-departmental meetings, group pick up meetings and reservations departmental meetings. 

• Adhere to the selling strategies set by the Director of Revenue Management. 

 
QUALIFICATIONS: 

• Strong keyboard skills. 

• Must be able to analyze situations and make decisions that meet and exceed the expectations of the hotel. 

• Ability to learn and master multiple software systems. 

• Strong working knowledge of Microsoft Excel. 

• Must be organized with the ability to handle multiple tasks. 

• Previous hotel experience in a Reservations, Front Office, Sales and Marketing or Accounting environment is preferred. 

• Maintain a professional business appearance, attitude, and performance. 

• Must be able to work a variety of shifts, including weekends and holidays.  

 
ENVIRONMENT & POSITION ANALYSIS: 

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance. 

• Stand, walk or sit for an extended period or for an entire work shift. 

• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.