Group Reservations Coordinator

2 weeks ago

Williamsburg, United States Colonial Williamsburg Company 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.

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