Group Rooms Coordinator

Essential Duties and Responsibilities

• Ensure superior guest services as dictated in Guest Services training.
• Act as the liaison between the client and our sales and catering staff.
• Data entry in RDP and Amadeus for group room blocks. Rooming list entry and/or adjustments.
• Work closely with Sports Sales Manager in regard to data entry and block finalizing in the Event Connect system, used in conjunction with Woodside events.
• Coordinate rooming lists in any other 3rd party reservation systems that will be introduced, as the markets continue to grow and evolve.
• Prepares weekly tracking report for room blocks.
• Communicates to Sales Managers and Event Detailers when room blocks need attention and assist in managing group inventory.
• Administer the operational and system processes for coordinating group arrival and departure.
• Maintain a working knowledge of the sales, front office and accounting areas, when it comes to group involvement.
• Completes final pick-up for groups upon departure, and ensures Amadeus and RDP are in sync.
• Communicate with Reservations department, Revenue Manager, and Director of Sales as necessary in regard to group activity.
• Communicate with guests and other managers in order to ensure coordination of group and hotel activities.
• Field incoming Conference Center calls and direct inquiries to the proper Sales Managers.
• Contact appropriate department when guests have special requests, requirements, or needs.
• Be aware of all upcoming groups and major events over upcoming 90 days.
• Attend weekly Sales Meetings.
• Distributes paychecks to staff and obtains proper signatures. Ensures any leftover checks are given to the Administrative Assistant to be delivered to Human Resources.
• When Conference Center business requires Guest Services desk to be staffed, will work from remote check-in area.
• Greet, register, and assign rooms to guests of hotel during remote desk hours.
• Verify customers’ credit, establish how the customer will pay for the accommodations, and if necessary, obtain deposit and a copy of customer’s I.D.
• Obtain proper Tax-Exempt documents from eligible guests and follow the proper procedures for uploading the information. Ensure all documents needed are received and filed.
• Compute bills, collect payments, and make change for guest room reservations.
• Issue room keys and direct guests to their room.
• Review accounts and charges with guests during the check out process.
• Responsible for cash banks and daily concession sales during remote desk hours.
• All other duties as assigned by management.