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Group Rooms Reservations Coordinator

2 months ago

Louisville, United States AJS Hotels Full time

Provide meeting planners and area event service managers’ one group reservations point of contact by assigned group. Work Requirements Maintain positive guest relations at all times Able to perform job functions with attention to detail, speed and accuracy Able to prioritize and organize work Make / Change / Cancel group reservations Liaise with Area Event Service in coordinating group bookings Handle mail /email and verbal correspondence Process group confirmations as needed Enter/maintain Group blocks in the PMS system within 24 hours of receipt of turnover Maintenance of group blocks to release room types not required as rooms pickup – forecasting Upkeep and maintenance of complete detailed group files for every document regarding the group from the contract to the group resume and all other necessary and provided customer documents Verification of the VIP, ETA, billing, arrival and departure dates, room types based upon group resumes prior to the weekly staff/resume meeting for each hotel. Ensure that group blocks, group lists, group billing and cutoff dates are maintained daily, weekly and monthly Process Rooming Lists accurately and in a timely manner – within 24 hours of receipt Check rooming list for accuracy Balance house inventory when the inventory challenges/successes have been created by group business and clearly communicate with the Area Director of Events and the Area Revenue Manager and Area Group Reservation Manager so that the Area Team can clearly define a strategy and plan to share with the hotel teams. Pre-block all group needs for suites, connecting rooms and VIP Rooms. Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with AJS Hotels SOP's, in-conjunction with the Area Event Service Manager assigned the file real time bill review daily for master account items related to guestrooms Follow all AJS Hotel finance/billing polices Control suite inventory and specialty rooms according to suite request policy for groups Monitor group pickup and advise the Area Director of Events and the Area Revenue Manager if group should be re-forecasted Update and manage all group blocks for forecasting purposes by assigned group within Delphi in order to assist in forecasting the area hotels group blocks Report to the Area Director of Events and the Area Revenue Manager any changes in group pickup that would affect selling strategies Adhere to the selling strategies set by the Area Revenue Manager Check Daily arrivals to ensure accurate reservations Attend Pre-Convention Meetings, Resume Meetings, Group Pick up Meetings and Area Event and Area Group Reservations Departmental meetings Complete all bill review documentation and partner with the assigned Area Event Service Manager to ensure that billing is accurate and is received by accounting with the allotted time by AJS Hotel Policy. Other: 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 training sessions and meetings is required. Qualifications Must be able to analyze situations and make decisions that meet and exceed the expectations of the hotel Ability to learn and master multiple software systems Strong working knowledge of Microsoft Excel Must be organized with the ability to handle multiple tasks Previous hotel experience in a Reservations, Front Office, Sales and Marketing or Accounting environment is preferred Maintain a professional business appearance, attitude, and performance Must be able to work a variety of shifts, including weekends and holidays Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Competent at working independently on recurring projects. The Galt House Hotel offers a comprehensive benefits package which includes medical, dental, 401k, a complimentary meal in the associate cafeteria, complimentary parking, a discounted monthly TARC bus pass and much more. The Galt House Hotel is a Drug Free Workplace, creating a culture of care where diversity is welcomed.

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