Group Reservations Coordinator

6 days ago


Williamsburg, Virginia, United States Williamsburg Lodge Full time
The Group Reservation Coordinator designates a block of sleeping rooms, creates a website to reserve those rooms and manages the inventory allotment for each conference group staying in a Colonial Williamsburg Hotel.

Essential Functions:

Designates blocks of hotel sleeping rooms assigned to conference groups in a web-based reservation system called Passkey. Identifies number of rooms, room types and load rates based on established contract between Colonial Williamsburg and the conference representative.
Creates a secure, password protected website for each conference group that will enable attendees to book their rooms on-line.
Manages the room inventory allotment in Passkey, the Marriott booking system (MARSHA) and the property management system (Opera) by adjusting access to allocated room inventory based on availability.
Communicates via phone and email with client and Conference Service Manager (CSM) to establish booking criteria, billing, etc.
Answers troubleshooting calls from the conference Person-In-Charge (PIC) when system errors or problems occur.
Acts as liaison between outside vendor and in-house technical support on system problems.
Manages the system by performing daily maintenance; monitors daily interfaces between Passkey, MARSHA, and Opera.
Identifies and evaluates problem areas; recommends solutions to resolve problems and improve the group room reservation process.
Assists Group Service Agents with incoming calls and makes lodging reservations as needed.
Other related duties as assigned.
Required and Preferred Education and Experience:

Required: The above knowledge, skills, and abilities generally gained through graduation from high school and 5-years increasingly responsible, related, work experience in the lodging industry; OR any combination of equivalent education and/or work experience.

Preferred: Hotel systems knowledge and experience (i.e. Passkey, MARSHA, Opera, Marriott Mini Hotel)

Qualifications:

Basic understanding of overall hotel operations, especially conference sales and service.
Ability to demonstrate a high level of hospitality and courtesy
Ability to exercise tact and discretion
Ability to interact effectively with others
Ability to work independently and adapt to changing work priorities
Ability to communicate effectively, orally and in writing
Working knowledge of computer hardware and software applications
Proficiency in Microsoft Office suite- will use Outlook, Word and Excel constantly.
Excellent organizational skills.
Source: Hospitality Online

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