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Guest Reservations Coordinator

3 months ago

Colorado Springs, United States Doubletree by Hilton Colorado Springs Full time
Job DescriptionJob Description

Assist the Director of Sales, Sales Managers, and Catering Manager in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling duties to small groups and functions. The incumbent may also perform light selling duties to small groups and functions as directed by the Director of Sales.

Compensation:

$17 - $18 hourly

Responsibilities:
  • Approaches all encounters with guests and Associates in an attentive friendly courteous and service-oriented manner.
  • Maintains regular attendance in compliance with Aimbridge Hospitality standards as required by scheduling which will vary according to the needs of the hotel. Possible weekends and Holidays based on business demands.
  • Maintains high standards of personal appearance and grooming which include compliance with the Aimbridge Hospitality dress code and wearing name tags when working (per brand standards).
  • Complies at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
  • Maintains Sales files in an organized fashion and as per specified standards.
  • Maintains Accounts Coverage Program as applicable.
  • Demonstrates awareness of established goals for each department and the role played in the Sales process to achieve and/or exceed these goals.
  • Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately timely and in a professional manner.
  • Types sales contracts BEO’s correspondence reports forms direct mail pieces etc. as needed by the sales team.
  • Maintains lead log and lead statistics to be used for strategic outbound sales.
  • Maintains Sales system (i.e. Delphi SalesPro etc.) docs and ensures consistent accurate and working properly.
  • Assists managers on creative projects including proposals direct mail pieces invitations special events etc.
  • Maintains timely and effective paper flow and communication within the department and with other departments.
  • Maintains flow of sales contracts through proper distribution to the client team and to appropriate dept. head.
  • Quotes prices for meeting inquiries and works with respective Sales leadership at the property (i.e. DOS Catering Manager) to handle small groups of less than 10 rooms and small meetings of less than 10 people.
  • Works with Sales leadership to detail upcoming functions as needed obtain guarantees confirm arrangements etc.
  • Distributes BEO’s Changes Rooming Lists Signed Contracts Revisions etc. to appropriate departments as it relates to meetings and groups.
  • Assists guests and clients with small change requests etc. and completes needed paperwork for the Manager.
  • Conducts site inspections for the department as needed.
  • Enters group pickup in sales pro daily and enters preferred production in sales pro monthly.
  • Maintains constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintains in files.
  • Monitors/Orders office supplies and sales collateral to ensure we are properly stocked at all times with full packets of collateral supplies and promotional items.
  • Calls clients for guarantee numbers for functions 72 hours prior creates/closes house accounts and completes AV orders.
  • Organizes in-house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
  • Attends Sales Meetings and takes minutes types and distributes accordingly.
  • Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by the entire management staff.
  • Familiar with all Aimbridge Hospitality sales policies and house rules.
  • Ensures Associates are at all times attentive friendly helpful and courteous to all guests managers and fellow Associates.
  • Any other duties as assigned by DOS specific to respective property.
Qualifications:
  • High School diploma or equivalent is required with College coursework in a related field preferred. Experience in a hotel or a related field is also preferred.
  • Ability to type 55 wpm.
  • Proficient with Microsoft operating Systems OnQ and Sales Pro Enterprise.
  • Must be able to convey information and ideas clearly.
  • Must be able to evaluate and select among alternative courses of action quickly and accurately.
  • Must work well in stressful, high-pressure situations.
  • Must maintain composure and objectivity under pressure.
  • Must be effective in handling problems in the workplace including anticipating preventing identifying and solving problems as necessary.
  • Must have the ability to assimilate complex information data etc. from disparate sources and consider adjusting or modifying to meet the constraints of the particular need.
  • Must be effective at listening to understanding clarifying and resolving the concerns and issues raised by coworkers and guests.
  • Must be able to work with and understand financial information and data and basic arithmetic functions.
About Company

At the DoubleTree, it's our unique CARE culture that inspires us to create and deliver exceptional experiences for our guests, Team Members, and the communities in which we live and work.


Our hotel is near I-25, five minutes from the Broadmoor World Arena, and it's under five miles from downtown Colorado Springs, Fort Carson, and the Cheyenne Mountain Zoo. Garden of the Gods is only a 20-minute drive away.


Competitive Wages, Medical, Dental, Vision, PTO, Sick Leave, 401(k), and Hilton Employee Discounts.


The DoubleTree Colorado Springs is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to of race, color, religion, gender, gender identity, pregnancy, marital status, sexual orientation, age, national origin, veteran or military status, disability, genetic information, or any other characteristic prohibited by federal, state and/or local laws.