Group Rooms Coordinator

Description

ESSENTIAL DUTIES

• Answer phones promptly and courteously; enter, close, and upsell reservations accurately using hotel rates, packages, and selling strategies.
• Maintain effective working relationships with Convention Services, Sales, and Front Office; remain knowledgeable of credit policies, room types, blocking, and cancellations.

• Manage group room blocks in the Property Management System (PMS) and related systems; audit for accuracy and maintain inventories.
• Create and maintain complete group files, including contracts, rooming lists, pickup reports, billing instructions, and amendments.
• Enter and update group rooming lists, VIPs, suites, upgrades, comps, and special requests prior to cut-off dates.
• Prepare and distribute group pickup reports; monitor cut-off dates and communicate changes to Sales and Events.
• Set up and maintain accurate billing, deposits, rebates, and commissions; coordinate with Accounting to resolve discrepancies.
• Review group no-shows and process charges or reversals as needed.
• Communicate group details and updates with Front Office to ensure proper room blocking and guest arrival preparation.
• Assist Convention Services and Sales with overflow situations and pre-convention planning.
• Attend group pickup, resume, and pre-convention meetings as required.
• Maintain awareness of hotel availability, room types, rates, and policies.

QUALIFICATIONS/SKILLS

• Must have excellent communications skills in terms of the ability to negotiate, convince sales, and influence potential hotel guests
• Ability to operate computer reservation systems (PEP) preferred
• Must be flexible enough to work any shifts including evenings, weekends and holidays

EDUCATION AND/OR EXPERIENCE

• Candidate must be a high school graduate or equivalent

LANGUAGE SKILLS

• Must speak the English language fluently and other language skills (optional).

REASONING ABILITY

• Must have the ability to reason and make reasonable decisions when needed internally and with other departments in a professional manner.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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