Group Reservations Coordinator- Silver Legacy

2 months ago

Reno, United States Caesars Entertainment Full time
Job Description

JOB SUMMARY

Supports the Sales Department by working as the liaison for meeting planners, group clients, and guests associated with a group in all aspects of Group Sales including all booking/housing processes. Maintains all aspects of all channels of distribution.

ESSENTIAL DUITIES AND RESPONSIBILITIES (May include, but is not limited to the following)
  • Maintain current knowledge with all hotel services and local attractions to respond to guest inquiries
  • Assist guests with booking needs for assigned groups in adherence to established policies and procedures
  • Perform tasks associated to housing related needs for groups that have blocks at all ROW properties. Such as building blocks and rates in AS400 and Passkey, monitoring pick up reports, inputting reservations, assisting callers, offering upsell opportunities, and managing sub-block agreements
  • Review sales contracts to ensure that all contractual obligations are being met
  • Ensure all special guest requests are met including early arrivals, late check-outs, VIP set-ups, ADA accommodations, hierarchy specifications, etc.
  • Prepare reconciliation of master rooming specifications between THE ROW and client lists to ensure accurate attrition and commission fees are processed
  • Act as key liaison between sales, convention service managers, group contacts, and meeting planners
  • Assist guests in booking ancillary (social/leisure) revenue opportunities for THE ROW including rooms, dining, spa, and entertainment opportunities
  • Provide personalized assistance at time of check-in, accommodating group check-in dates and group housing needs
  • Accommodate, prepare and distribute all special reporting/tracking requests/needs for group contacts, meeting planners, and management
  • Maintain key sense of ownership and notify leaders of any potential challenges related to inventory, rate, occupancy, or special requests
  • Work closely with all departments to ensure all event bookings are accommodated in accordance with contractual obligations and established guidelines
  • Maintain timely communication, both written and verbal, between group contacts, clients, sales managers, Convention Services and leaders, providing expedient guest resolution within established scope of authority
  • Accurately build group blocks, rates, and room accommodations within the property management and Passkey system
  • Maintain weekly pick-up reports for groups within 120 days of their contracted arrival to monitor room blocks
  • Attend pre-conferences, pre-planning, and post-conference meetings with clients and THE ROW team members, when requested
  • Assist the accounting department in preparing estimated charges for groups, collecting payment, and settling account upon departure
  • Accurately maintain and monitor rate, availability, bookings, and content information for all channels of distribution, daily
  • Work closely with the management team that facilitates GDS corporate accounts
  • Closely monitor inventory availability and advise management as needed
  • Monitor content of all channels of distribution, recommending modifications as needed
  • Exemplify our core values, family style service, our mission and vision
  • Exemplify our DEI (diversity, equity, inclusion) culture
  • Perform other job-related duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES
  • Property Management Systems (AS400, Passkey, Delphi, Internet)
  • Ability to accurately type 25+ words per minute
  • Strong organizational skills
  • Excellent verbal and written communication skills
  • Ability to work under minimal supervision
  • Maintain physical stamina, proper mental attitude, and ability to deal effectively with guests, management, employees, and outside contacts while working under pressure and meeting deadlines
  • Knowledge of Microsoft Word, Excel, and Outlook
  • Ability to operate office equipment such as telephones, copiers, fax machines, etc.
  • Excellent interpersonal skills and effective listening abilities
  • Ability to perform a myriad of duties with extreme care and attention to detail while working in a fast-paced and busy environment
  • High School diploma and associates degree or higher in any field
PHYSICAL DEMANDS AND WORK ENVIRONMENT (May be required in order to perform the essential functions of the position)
  • Ability to lift boxes of materials is necessary
  • Requires constant sitting, finger manipulation, pinching and grasping; use of office equipment, such as computer terminal, keyboard, mouse, 10 key, printer, photo copier, telephone, fax machine and shredding machine
  • Requires frequent pushing and pulling of file cabinet drawers
  • Requires occasional bending, twisting, reaching, and stooping from floor to 6ft; lifting, pulling, carrying and pushing of boxes weighing up to 30 lbs.
  • Normal vision range is required
  • Requires the ability to distinguish letters, numbers and symbols, perform simple and complex tasks, reading, writing and math skills, clerical functions to include compiling, coordination, analyzing, and synthesizing information
  • Ability to supervise and instruct others, follow instructions, influence others, meet time requirements, memorization, problem solving and use of independent judgment and decision making skills

GUEST SERVICE (INTERNAL/EXTERNAL) STANDARDS: Employee is required to meet and deliver our core values, service standards, and family style service.

PERFORMANCE REQUIREMENTS: Must have the ability to provide internal/ external guests with service excellence, have excellent communication skills and observation skills, and have an easygoing demeanor to ensure a fun and safe environment for our guests. Above average speech - both speaking and reading/writing English. Need excellent interpersonal skills. Work requires schedule flexibility which may include days off, nights, weekends, holidays, and overtime as needed.

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. Essential duties must be performed with or without reasonable accommodation.

The above statements are intended to describe the general nature and level of work being performed in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the position. The Company reserves the right to make changes to the job description whenever necessary.

Caesars Entertainment will engage in an interactive process and make reasonable accommodations, as required by law, for individuals with disabilities or to accommodate pregnancy, pregnancy-related conditions, or where a conflict exists between the position and individuals' religious beliefs or practices.

As a part of the new hire process, candidates will be required to complete a background check post-offer. The Company is an equal opportunity employer and does not discriminate against employees or applicants based on race, color, national origin, sex, age over 40, religion, disability, sexual orientation, gender identity or expression, veteran status, marital status, or any other characteristic protected by law.

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