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Group Rooms Coordinator

4 months ago

Nashville, Tennessee, United States Hutton Hotel Full time
What's in it for you...Insurance enrollment available from DAY 1
Paid time off available from DAY 1
Holiday pay available from DAY 1
401(k) enrollment after 30 days
Complimentary parking and associate meals
Professional development and promotion opportunities
The impact you'll make... The Group Rooms Coordinator is responsible for the administration of the operational and system processes for coordinating group arrival and departure. This includes verification of reservations, online bookings and rooming lists. The Group Rooms Coordinator provides ongoing communication between the client, the hotel, and the sales office ensuring all operational standards are met including brand standards, internal and external audit requirements and overall guest satisfaction. You'll enjoy this job because...You want to learn and grow in the field of Revenue Management
You're detail-oriented and have a strong focus on accuracy
You enjoy applying knowledge to business processes
You're self-motivated to achieve success
You enjoy working in a fast-paced environment
What you'll be doing...Process all group turn-overs : making new group file, sending introduction letter to group contact, creating group rate code, verify cut-off date, send cut-off date reminders, and verifying room block and rate information from booking recap, hard block suites or special room requests and clean up old rate codes.
Communicate all group activity – pickup, attrition and contractual guidelines to Group Contacts, Conference Service Managers and Sales Managers.
Run daily reports: Daily Transaction Report from Delphi, Delphi Booking Recaps, Group Cut-off Report, and Group No Shows; process rooming list within 48 hours of receipt and providing group contact and Conference Service Managers with room block report and rooming list with confirmation numbers
Provide Accounting with each groups' rooming list from Group Contact and pickup and/or attrition
Communicate all group activity to Director of Revenue Management to assist in making yield decisions; maintain Delphi system through weekly entry of group pickup for current month and next two months
Provide reservations and Front Desk Staff with list of Call-In and Form groups, ensuring rate information, advance deposit, and cancellation policy is setup for quoting to guests as well as group confirmation letters; provide Conference Service Manager of any Special Attention, VIP information. i.e. arrival/departure manifest, billing, etc..
Comply with Hutton standards for Sales and Marketing, while working harmoniously and professionally with co-workers and planning committee.
Periodically assist with front of house operations including greeting and directing guests, manning hospitality desks, and working with Banquets on 'quick sets' or teardowns
Assist with all guest inquiries within the Sales and Marketing department, including assisting with high telephone volume and walk-in site inspections.
Participate in scheduled departmental and administrative meetings as requested .
Perform other task or projects as assigned by Hotel Management
Requirements...High School Diploma or equivalent
Demonstrate excellent interpersonal and customer service skills
Must be able to effectively communicate with a variety of personality types and situations
Demonstrate excellent time management skills with proven ability to meet deadlines
Effectively use Microsoft Office 365 suite at an intermediate skill level
Maintain high degree of organization and accuracy
Able to sit at a desk/computer for hours at a time
About First Hospitality... Founded in 1985 and based in Chicago, First Hospitality is a forward-thinking hotel development, investment, and management company. First Hospitality's strategic vision is to create value for all through excellence and an openness to doing things differently. First Hospitality seeks to attract and retain a high-performing and diverse workforce in which employee's differences are respected and valued to better meet the varying needs of the customers we serve. FH fosters an inclusive work environment that promotes collaboration, flexibility, and fairness. Equal Opportunity Employer. Source: Hospitality Online