Coordinator Group Reservations

Job Overview:

Duties and Responsibilities:

• Receives GRI and contracts for current and future groups from the Sales and catering departments, inputs the information in the Reservations-Opera system and creates a file for each group
• Monitors reservations and pick-up for individual Call-In groups, inputs rooming lists and deposits for convention groups and inputs rooming lists supplied by group
• Receives faxes, phone calls and emails for reservation changes, requests, confirmations, billing information, VIPS, etc. which require prompt response
• Responsible for monitoring changes, additions and cancellations for every group and printing & faxing updated rooming lists and pickups for groups contacts, usually on a weekly basis or upon request
• Responsible for coordinating and routing proper billing within each group, especially for guest speakers, VIPs and staff members
• Responsible for printing reports for every group before, during and after the date of arrival and following up on the group inquires after their departures
• Responsible for supplying all necessary group information on a weekly basis for the forecast report and printing cutoff reports for groups in the near future
• Attends pre-con meetings for all high-profile groups as per request
• Acts as a liaison between Reservations, Sales/Catering, Front Office, and conference Services, Accounting, etc.
• Aids in training
• At IHG we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures
• Perform other duties, tasks and special projects as assigned

Qualifications:

• Bachelor’s degree in hospitality management or related field
• 1-2 year previous experience in a 4-star hotel
• Follow verbal and written instructions, ability to communicate with supervisors and co-workers
• Delphi. Passkey and Opera experience a plus
• Skills & Abilities:
• Strong interpersonal and problem solving abilities
• Proficient use of Microsoft Office (Word, Excel PowerPoint) and other computer programs.
• Ability to perform job functions with attention to detail, speed and accuracy
• Ability to prioritize and organize delegated work and follow through
• Ability to be a clear thinker remains calm and resolves problems using sound judgment.
• Ability to work under pressure, meet guest / co-workers needs and be courteous at all times
• Ability to comprehend instructions
• Ability to work cohesively with co-workers as part of a team
• Physical Abilities Lift/Carry
• Stand O (Occasionally) 10 lbs or less O (Occasionally)
• Walk O (Occasionally) 11-20 lbs O (Occasionally)
• Sit F (Frequently) 21-50 lbs N (Not Applicable)
• Handling / Fingering F (Frequently) 51-100 lbs N (Not Applicable)
• Reach Outward O (Occasionally) Over 100 lbs N (Not Applicable)
• Reach Above Shoulder O (Occasionally) Push/Pull
• Climb N (Not Applicable) 12 lbs or less O (Occasionally)
• Crawl N (Not Applicable) 13-25 lbs N (Not Applicable)
• Squat or Kneel N (Not Applicable) 26-40 lbs N (Not Applicable)
• Bend N (Not Applicable) 41-100 lbs N (Not Applicable)
• N (Not Applicable): Activity is not applicable to this occupation.
• O (Occasionally): Occupation requires this activity up to 33% of the time (0-2.5+hrs/day)
• F (Frequently): Occupation requires this activity from 33%-66% of the time (2.5-5.5+hrs/day)
• C (Constantly): Occupation requires this activity more than 66% of the time (5.5+hrs/day)
• OTHER PHYSICAL REQUIREMENTS
• Vision (Near, Distance)
• Sense of Sound (Communication with guests & co-workers)
• Monitors groups from definite block to check-ins, enters rooming list and changes. Works closely with group contact and Sales / Convention Service Managers
• Reports directly to Reservation’s manager
• Works with Reservations colleagues, Front Office, PBX, Sales, guests/visitors, Corporate Reservations Center, Travel and Tour Company representatives, and other hotels
• Receives GRI and contracts for current and future groups from the Sales and catering departments, inputs the information in the Reservations-Opera system and creates a file for each group
• Monitors reservations and pick-up for individual Call-In groups, inputs rooming lists and deposits for convention groups and inputs rooming lists supplied by group
• Receives faxes, phone calls and emails for reservation changes, requests, confirmations, billing information, VIPS, etc. which require prompt response
• Responsible for monitoring changes, additions and cancellations for every group and printing & faxing updated rooming lists and pickups for groups contacts, usually on a weekly basis or upon request
• Responsible for coordinating and routing proper billing within each group, especially for guest speakers, VIPs and staff members
• Responsible for printing reports for every group before, during and after the date of arrival and following up on the group inquires after their departures
• Responsible for supplying all necessary group information on a weekly basis for the forecast report and printing cutoff reports for groups in the near future
• Attends pre-con meetings for all high-profile groups as per request
• Acts as a liaison between Reservations, Sales/Catering, Front Office, and conference Services, Accounting, etc.
• Aids in training
• At IHG we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures
• Perform other duties, tasks and special projects as assigned

Preferred Qualifications

• Delphi. Passkey and Opera experience a plus