Group Rooms Coordinator - Lakeway Resort And Spa

Essential Job Functions:
1. Efficiently, courteously and professionally answer telephone inquiries, accurately transfer calls to
appropriate Sales/Catering Manager, take accurate and detailed messages. Project proper
telephone etiquette.
2. Enter accurately into the computer system all reservations received from the telephone, Sales
department, mail and direct guest contact.
3. Process rooming lists accurately. Complete all changes and cancels for group reservations;
prepare group guest lists prior to arrival; prepare key packets/coupons for groups.
4. Understand the selling strategy for the hotel by knowing the status of room inventory and follow it
Closely to ensure that reservations are accepted for the correct rates and dates.
5. Assist in the sales team in the area of telephone prospecting and outside sales blitzes by contacting
the clients from established list developed by the sales team. (utilizing the prospecting sheet from
Star School binder).
6. Maintain the Sales Tracking Program on a daily basis providing the productivity report (Report #
1).
7. Maintain accurate balancing between PMS and MARSHA
8. Assist sales team retrieving rooming list, deposits and banquet guarantees when needed.
9. Create banquet room door signs for groups in meeting rooms as well as maintain the reader board
in the lobby with all group functions.
10. Control and block rooms as well as pre-blocks for special groups. Enter room blocks in
MARSHA. Balance MARSHA and PMS

11. Ensure that all reservations transferred to PMS or front office system are accurate.
12. Manage CITY room blocks.
13. Complete room block audit twice a week.
14. Maintain accurate logs of suites and ensure that requests are blocked in PMS or front office
system.
15. Be knowledgeable of suite booking process.
16. Send thank you notes immediately upon completion of banquet functions..
17. Order office supplies including postage for sales office as directed by DOS. Assist in the sales
effort by qualifying (utilizing the qualifying sheet from the Star School binder) when appropriate
booking the business of pop up inquiries.
18. Prepare sales kits for sales team. (keep 20 prepared at all times).
19. Make copies of room contacts, group resumes and rooming lists, BEO’s, daily reports and client
evaluation forms and other items as required and distribute to the appropriate departments.
20. Assist managers as the NSA for the office to handle computer and telephone issues as they arise.
21. Work with Care Committee to improve guest service as well as associate relations.
16. Maintain office filing system.

Responsibilities:
1. Know your work schedule and follow it with a high degree of reliability.
2. Work in a cooperative and friendly manner with fellow associates.
3. Maintain professional attire and personal hygiene.
4. Maintain a clean, neat and orderly work area.
5. Perform your job according to standard operating procedures.
6. Read, understand and follow all policies, procedures and practices as stated in the Associate
Handbook.
7. Implement management company and hotel’s safety and emergency policies and procedures (i.e.
evacuation, first aid, etc.) to include removing all safety hazards, following company’s OSHA
Hazcom program and safe lifting techniques.
8. Utilize protective equipment, when applicable.
9. Promptly report substandard (unsafe) conditions to supervisor.
10. Promptly report accidents, injuries, property damage or loss to supervisor.
11. Keep accurate communication flowing freely among all hotel departments.
12. Inform management promptly of any work-related problems or guest complaints.
13. Practice “aggressive hospitality” and provide guest satisfaction.
14. Promote the hotel through goodwill, courtesy and a positive attitude.
15. Attend all scheduled training classes and meetings.
16. Train and supervise other associates as directed by management.
17. Continue to learn and grow in your position.