Group Reservations Coordinator
4 days ago
We are seeking a highly organized and detail-oriented Group Reservations Coordinator to join our team at AJS Hotels. In this role, you will be responsible for providing exceptional service to meeting planners and area event service managers by serving as the primary point of contact for group reservations.
Key Responsibilities:
- Maintain positive guest relations at all times
- Perform job functions with attention to detail, speed, and accuracy
- Prioritize and organize work to meet deadlines
- Make, change, and cancel group reservations as needed
- Liaise with Area Event Service to coordinate group bookings
- Handle mail, email, and verbal correspondence
- Process group confirmations as required
- Enter and maintain group blocks in the PMS system within 24 hours of receipt
- Maintain group blocks to release room types not required as rooms pick up – 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
- Verify 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 policies
- 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
Requirements:
- Strong keyboard skills
- Ability 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
What We Offer:
- A comprehensive benefits package including medical, dental, 401k, and more
- A Drug Free Workplace creating a culture of care where diversity is welcomed
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Louisville, KY 40202: Relocate before starting work (Required)
Work Location: In person
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