Group Rooms Coordinator

JOB SUMMARY

The Group Room Coordinator has overall responsibility for providing administrative support for the Sales and Catering Team. The Group Room Coordinator will oversee pre-registrations, and room blocks, and handle all special reservation requests for individuals, groups, and the airline crew manifests. The Group Room Coordinator must utilize available resources to provide excellent customer satisfaction. Requires knowledge of, and adherence to, the hotel’s policies and procedures and all Sales and Catering policies, systems, and procedures. The Group Room Coordinator will meet or exceed sales standards, taking corrective action as needed to ensure standards are maintained. Work hours/days may vary as directed by the business needs and can include weekends and Holidays to assist with special projects.

ESSENTIAL JOB FUNCTIONS

This description is a summary of primary responsibilities and qualifications. The job description is not intended to include all duties or qualifications that may be required now or in the future. The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.

ESSENTIAL FUNCTIONS

Administrative support – general

Provided administrative support to both the Sales & Catering Sales Managers:

• Establish and maintains accurate files and trace system for the hotel.
• Maintains Delphi and Rooms & Inventory system certification requirements
• Distributes group resumes/Banquet Event Orders and all other pertinent customer communication to ensure service.
• Answers call, uncovers client needs and forwards calls to an appropriate sales team member
• Maintains and orders office supplies and sales collateral as needed and within budget.
• Enter, modify, and update group block information/crew manifests in the system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.
• Prepare group history, billing information, deposits, filing, and VIP information.
• Assist in any other tasks and responsibilities as assigned and based on business needs.
• Ensure efficient communication of group needs to hotel operations staff.

Administrative support – SALES

Provides administrative support to the Group Sales Managers:

• Generates and distributes Group Resumes.
• Verifies and communicates group daily event guarantees.
• Places follow-up calls to clients upon completion of events and send thank you and comment card.
• Maintains rapport with competitive hotels' Sales & Catering Staff to align both hotels to receive overflow referrals.
• Completes Request for Proposal (RFP) accordingly and timely.

Administrative support – CATERING

Provides administrative support to the Catering Sales Manager:

• Generates and distributes Banquet Event Orders.
• Prepares weekly event packets and distributes them to all departments prior to weekly Staff & Banquet Event meetings.
• Coordinates the Banquet Event Meeting with all departments to ensure professional execution of events.
• Coordinates events.
• Works closely with Catering and Events Sales Manager, Food & Beverage Managers/Supervisors, and Banquet Staff to ensure all details are followed as specified by the client.
• Assists with any event changes and special catering-related requests.
• Verifies timely completion of the contract, credit applications, and billing procedures.

KNOWLEDGE, SKILLS & ABILITIES

Experience

• Two year’s administrative experience or any combination of similar education and experience.
• Hotel background is highly preferred, but not required.
• Prior experience as a Sales Coordinator is highly preferred.
• Language Skills: Read, write, and speak English fluently. Ability to communicate effectively and professionally with other business departments, guests, and vendors. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.
• Technical Skills: Computer skills, including spreadsheets, word processing, and email.
• Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, report, or schedule form.
• Other Skills & Abilities: Experience in meeting deadlines and multiple priorities of business demands as required. Possess basic knowledge of business contracts. Able to work with general supervision. Operate office equipment such as, but not limited to, printers, fax machines, and copiers.

EOE/AA/M/F/Vet Disabilities