Reservations Coordinator

2 months ago

Washington, United States Viceroy Hotel Group Full time

Cultivate your career with Viceroy Hotel Group and be a part of two incredible hotels in Washington, DC

Viceroy Washington DC personifies the eclectic Logan Circle neighborhood as home to a diverse and genuine collection of artists and urban innovators. Located off the vibrant 14th Street Corridor, steps from unique shops, galleries, bars, and restaurants, Viceroy Washington DC is poised to act as a thoughtful host among the city's liveliest and artful locations.

Hotel Zena is a bold new cultural hub celebrating female empowerment through provocative art, design, and exciting and relevant programming. Centrally located to the downtown business district, Dupont and Thomas circles, and the Convention Center - Hotel Zena welcomes those who have passion for being part of a bold new story.

If you are inspired by challenges in a fast-paced environment, are thoughtful and entrepreneurial in your approach to opportunity, and if you possess a true passion for hospitality and genuine service, we are interested in speaking with you about our groundbreaking opportunity for Reservations Coordinator.

This position is responsible for performing administrative duties for the Area Director of Sales and Marketing and Area Director of Corporate & Leisure Travel.

General Responsibilities Include, but are not limited to:

  • Review and approve/accept Turnover files for new and amended Group Block files. Build blocks in systems
  • Maintain ownership of group blocks; this includes monitoring pickup numbers/ inventory, creating booking links.
  • Process and handle airline reservations, VIP reservations, and employee reservations.
  • Initiate and prepare reports, as well as assist with other administrative duties as needed
  • Attend weekly Group Pick-up Meeting
  • Perform other duties as directed by the Director of Revenue, Director of Rooms or Director of Front Office.
  • Sends out confirmation slip promptly if requested.
  • Understand hotel's selling strategies for guestrooms.
  • Take overflow calls when necessary.
  • Attend meetings as invited by DORM, DOSM, Director of Hotel Operations, Director of Finance, and General Manager.
  • Answer all incoming calls in a friendly and efficient manner. Provide guests with the requested information concerning the city and the hotel and its services. Obtain the necessary information from the guests, enter it into the PMS and generate PMS reports.
  • Process all incoming reservations received via rooming lists, mailed or in-house correspondence, housing bureau forms or facsimiles.
  • Monitor accuracy of group blocks including cut off date, pick up, suite blocks, rates etc.
  • Review rooming lists for accuracy in format and billing and ensure prompt processing.
  • Identify, block and process staff and VIP lists with each group and transient account.
  • Ensure appropriate information is available for individual call-in groups and transient accounts.
  • Block special request reservations and suites.
  • Answer questions concerning reservations for employees of other departments including but not limited to Sales, Events Management, Executive Office, and Guest Relations.
  • Manage day use inventory and availability in conjunction with operations managers.
  • Respond to all reservation inquiries received from shared reservations email
  • Enter Transient reservations received from Wholesale and Flash Sale (Luxury Escape/ Gilt/ Groupon, etc.) partners.
  • Take lead on monitoring and responding to email inquiries regarding restaurant reservations and events ensure prompt responses.This includes internal and external guest inquiries.
  • Take lead on large party bookings for outlets - upsell set menus and confirm contracts
  • Perform other reasonable job duties as requested by Supervisors and/ or Managers


Experience and Requirements
  • Minimum 3 years of experience as Reservation Agent at a reputed hotel/luxury brand preferred.
  • Must possess strong computer proficiency to include MS Office, Word, Excel, PowerPoint, Opera, Micros, Booker, HotSOS, Salesforce, etc.
  • Must be able to speak, read, write and understand the primary language(s) used in the workplace.
  • Requires good communication skills, both verbal and written.
  • Ability to be persuasive with telephone sales skills.
  • Understand hotel's selling strategies for guestrooms, spa and restaurants.
  • General knowledge of city and its attractions.
  • Must be available to work flexible work schedule to include, evenings, weekends and Holidays.
  • Talking and hearing occur continuously in the process of communicating with guests and team members.


Pay Range:$24-26.00/ hr.

Viceroy Hotel Group is an Equal Opportunity Employer. As an industry leader in creativity and innovation, our hotels draw upon the diverse backgrounds and talent of our extraordinary team for optimal success.

Viceroy Hotel Group participates in the Department of Homeland Security's E-Verify Program to verify the employment eligibility of all newly hired employees.

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