Group Rooms Coordinator

Live Your Passion. Add Your Magic.

Group Rooms Coordinator

SUMMARY

The Group Coordinator is responsible to handle all reservations aspects of a group: meeting with meeting planners and Catering/Conference Services mangers, as needed; room block monitoring; rooming lists; reporting pick-up, VIP and upgraded accommodations, client correspondence relating to reservations and other group reservation functions as well as work as a Reservations & Communications Agent, as required. This role will contribute to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values.

ESSENTIAL FUNCTIONS

Major areas of responsibility/ management include, but are not limited to:

• Assist in processing all incoming reservations received via rooming lists, mailed or in-house correspondence, Hotel Reservation Form, or facsimiles. Identify, block and process staff and VIP lists with each group, as directed by the Reservations Manager.
• Review rooming lists for accuracy in format and billing and ensure prompt processing.
• Process all room and dining reservations received via telephone, rooming lists, e-mail, mailed correspondence, Open Table, or facsimile.
• Consistently meet Department Standards. Accurately complete all details.
• Send confirmation and literature requests or reply via e-mail, facsimile or, administrative message when requested. Answer all reservations and communications.
• Adhere to Department Standards, using the guest’s name when provided or displayed, and an established script.
• Assist guests and Associates with voice mail and messages.
• Be well-informed in order to accurately answer guests’ questions about the resort.
• Follow wake-up call procedures to make sure every request is completed on time.
• Follow established emergency procedures when handling calls of an emergency nature, in a state of natural disaster.
• Attend preconvention meetings as required, be prompt and prepared.
• Develop good working relations with meeting planners to ensure their requests and needs are being met in a timely manner.
• Communicate and work closely with Catering/Conference Services and Sales Managers throughout the group’s program to ensure success.
• Maintain open communication channels between the Reservations and Communications team, and Catering/Conference Services team, passing along pertinent information in a timely manner.
• Keep the ResComm team well-informed and be sure they have the most up-to-date information on Call-In Groups and Wedding Blocks at all times.
• Responsible for handling administrative duties as assigned.

QUALIFICATIONS

• High school or equivalent education required.
• Previous Reservations or Group Coordinator experience required.
• Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled/mandatory training sessions and meetings is required.

PREFERRED

• Luxury hotel experience strongly preferred
• Bachelor’s Degree
• Delphi experience

PHYSICAL REQUIREMENTS

Most work tasks are performed indoors. Temperature generally is moderate and controlled by Resort environmental systems. Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary. Must be able to lift up to 15lbs on a regular and continuing basis. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and other associates. Vision occurs continuously with the most common visual functions being those of near vision and depth perception. Ability to spend extended lengths of time viewing a computer screen. Requires manual dexterity to use and operate all necessary equipment.

The pay scale for Group Coordinator is $24.00 per hour.

The pay scale is the base salary or hourly wage range, exclusive of incentive pay such as commissions, piece rates, gratuities, and the like, that Montage reasonably expects to pay for the position.

In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.