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Administrative Coordinator

2 months ago

Grand Rapids, Michigan, United States Courtyard Marriott Downtown Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Courtyard Marriott Downtown. As a key member of our operations team, you will be responsible for providing exceptional customer service and support to our guests and colleagues.

Key Responsibilities
  • Provide receptionist services to guests entering the Courtyard Executive Office
  • Maintain the reception area and ensure it is clean and organized
  • Act as the point person to distribute inquiry calls from the main sales and events line to the appropriate sales or event manager
  • Handle guest correspondence as needed
Additional Responsibilities
  • Reserve guest rooms for corporate accounts with Direct Billing set up and ensure billing is accurate
  • Create and distribute the Daily Smart Start each morning to hotel staff via email
  • Reserve guest rooms for guests utilizing complimentary gift certificates
  • Input group and meeting leads into Delphi for Sales and Events to distribute
  • Post event revenue in Fosse system for Event Manager to review before being billed by accounting
  • Track, create, and redeem gift certificates
  • Assist the General Manager with discounted condo resident reservations
  • Handle coverage of Group Rooms and/or Events when one is out of the office
  • Be proficient in Delphi, Fosse, and Passkey
  • Provide room block history and documentation to Experience Grand Rapids as needed
  • Input Group Rooms pickup each Monday into Delphi
  • Be able to answer general hotel information questions and those specific to meetings and groups in house
  • Assist AHC Sales Managers with property tour requests for CY and AC
  • Post Marriott Rewards Points in Marriott Global Source weekly
  • Manage account balances on City Ledger, Guest Ledger, and Advance Deposits Ledger and ensure that groups/guests are abiding by payment terms
  • Responsible for credit meeting on a monthly basis with General Manager and Accounting Manager
  • Process direct bill applications for groups and maintain direct bill records
  • Respond to chargeback inquiries and disputes
  • Assist in obtaining parking passes for groups
  • Assist in creating breakfast vouchers
  • Assist in creating labels for event food items and boxed lunches
  • Assist in managing in-house meeting requests (i.e. Department Head, Departmental Meetings, Interview Spaces)
  • Attend meetings as needed such as Department Head, Food and Beverage Meeting, and BEO Meeting
  • Monitor and order office supplies
  • Assist Group Rooms Coordinator and Events Manager with tasks when needed
  • Complete supplementary tasks assigned by a Manager efficiently