Group Rooms Coordinator

A Group Rooms Coordinator is responsible for supporting and fulfilling the sales process, managing billing for advance deposits and final statements, reacting to opportunities to upselling while upholding brand standards, and to provide support to the ADOS and Sales Managers. As well as manages group bookings, coordinates with multiple departments, and ensures seamless guest experiences for group reservations at hotels or resorts. Specifically, you would be responsible for performing the following tasks to the highest standards:

Responsibilities

• Assist clients and sales managers in the timely fulfillment of contract terms for group and individual corporate accounts:

o    Assist rooms team with clients and guests to secure room reservations within a group block of rooms or are associated with a corporate account, meetings, conferences, and other events.

o    Receive and/or prepare group rooming list & send to rooms team to input into the system. Ensure proper handling of special requests & VIP Accommodations.

o    Send completed rooming list with confirmation numbers to client.

o    Assist rooms team with changes to an existing group block by adding or deleting a guest, name change, or move a guest into an existing group block.

o    Monitor group inventory in the system and the release of room blocks (cut-off date) according to the individual contract and/or client needs.

o    Prepare a pickup report for the client monthly. When group arrives within 30 days, send pickup report weekly to the client to avoid attrition.

o    Schedule and send client reminders and updates regarding room blocks and payments due.

o    Input “Tasks” into system for each booking regarding their respective list items done before pre arrival.

o    Prepare welcome packets for groups. Coordinate with Concierge Team for delivery of those pre- arrival. (vouchers/luggage tags/welcome letter)

o    Take all pre-arrival payments for groups- F&B, additional rentals, etc. Manage and track these payments in the system.

• Prepare weekly resumes for assigned groups and participate in the resume meeting.
• Complete and send commissions information.
• Complete gratuity and commissions worksheets to send to payroll
• Prepare weekly sales reports/ performance, pickup reports, and cut-off date reports.
• Prepare detailed banquet event orders (BEO) and room diagrams based on client’s preferences for assigned groups.
• Prepare the weekly BEO Packet for the BEO meeting and participate to communicate needs to operations team members.
• Assist with all on-property services for assigned groups, including meeting/event set up, catering, arranging availability of audio-visual equipment, decor, service equipment, transportation.
• Organize and schedule the pre-con meetings between client, event manager, and relevant operations staff.
• In addition to having a high degree of interaction with leadership and staff within the Hotel team generally, and acts as a liaison between Sales, Reservations, and Front Desk Agents

 What are we looking for?

• Desire to provide exceptional guest experiences, a passion for quality, and attention to detail. Respond promptly to client needs and take ownership of the overall client and guest experience.
• Strong communication skills with the ability to develop relationships, foster cooperation, effectively present information and appropriately respond to questions from clients, co- workers, and the public.
• Ability to maintain strict confidentiality of classified information.
• Commitment to ongoing professional development
• Skilled and comfortable working with numbers, able to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Must be alert and quick reasoning, able to interpret and follow instructions and guidelines set by the hotel’s policy and procedures, keep commitments, and complete tasks on time.
• Meet productivity standards and strive to increase the team’s productivity.
• Balance team and individual responsibilities, exhibit objectivity and openness to others’ views, welcome feedback, contribute to building a positive team environment and prioritize the success of the team above own interests.
• 1-2 years prior experience in hospitality preferable
• Experience in sales preferable

What we offer        

• Competitive salary and incentives
• Free meal per shift and other food discounts
• Hilton Hotels and Averill Hospitality travel discount program
• Health benefits
• Dental and Vision benefits
• 401(k) with company match
• PTO and Holiday pay
• Basic Life Insurance and optional Supplemental Insurance

• Employee and guest focused environment