Coordinator Group Reservations

Job Overview:

Monitors groups from definite block to check-ins, enters rooming list and changes. Works closely with group contact and Sales / Convention Service Managers

Relationships:

• Reports directly to Reservation’s manager
• Works with Reservations colleagues, Front Office, PBX, Sales, guests/visitors, Corporate Reservations Center, Travel and Tour Company representatives, and other hotels

Duties and Responsibilities:

• Receives GRI and contracts for current and future groups from the Sales and catering departments, inputs the information in the Reservations-Opera system and creates a file for each group
• Monitors reservations and pick-up for individual Call-In groups, inputs rooming lists and deposits for convention groups and inputs rooming lists supplied by group
• Receives faxes, phone calls and emails for reservation changes, requests, confirmations, billing information, VIPS, etc. which require prompt response
• Responsible for monitoring changes, additions and cancellations for every group and printing & faxing updated rooming lists and pickups for groups contacts, usually on a weekly basis or upon request
• Responsible for coordinating and routing proper billing within each group, especially for guest speakers, VIPs and staff members
• Responsible for printing reports for every group before, during and after the date of arrival and following up on the group inquires after their departures
• Responsible for supplying all necessary group information on a weekly basis for the forecast report and printing cutoff reports for groups in the near future
• Attends pre-con meetings for all high-profile groups as per request
• Acts as a liaison between Reservations, Sales/Catering, Front Office, and conference Services, Accounting, etc.
• Aids in training

• At IHG we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures

• Perform other duties, tasks and special projects as assigned

Qualifications:

• Bachelor’s degree in hospitality management or related field

• 1-2 year previous experience in a 4-star hotel

• Follow verbal and written instructions, ability to communicate with supervisors and co-workers

• Delphi. Passkey and Opera experience a plus

Skills & Abilities:

• Strong interpersonal and problem solving abilities

• Proficient use of Microsoft Office (Word, Excel PowerPoint) and other computer programs.

• Ability to perform job functions with attention to detail, speed and accuracy

• Ability to prioritize and organize delegated work and follow through

• Ability to be a clear thinker remains calm and resolves problems using sound judgment.

• Ability to work under pressure, meet guest / co-workers needs and be courteous at all times

• Ability to comprehend instructions

• Ability to work cohesively with co-workers as part of a team

Physical Abilities                                                     Lift/Carry

Stand                        O (Occasionally)               10 lbs or less O (Occasionally)

Walk                         O (Occasionally)               11-20 lbs       O (Occasionally)

Sit                            F (Frequently)                 21-50 lbs       N (Not Applicable)

Handling / Fingering    F (Frequently)                 51-100 lbs     N (Not Applicable)

Reach Outward           O (Occasionally)               Over 100 lbs  N (Not Applicable)

Reach Above Shoulder O (Occasionally)               Push/Pull

Climb                        N (Not Applicable)            12 lbs or less O (Occasionally)

Crawl                        N (Not Applicable)            13-25 lbs       N (Not Applicable)

Squat or Kneel            N (Not Applicable)            26-40 lbs       N (Not Applicable)

Bend                         N (Not Applicable)            41-100 lbs     N (Not Applicable)

N (Not Applicable): Activity is not applicable to this occupation.

O (Occasionally): Occupation requires this activity up to 33% of the time (0-2.5+hrs/day)

F (Frequently): Occupation requires this activity from 33%-66% of the time (2.5-5.5+hrs/day)

C (Constantly): Occupation requires this activity more than 66% of the time (5.5+hrs/day)

OTHER PHYSICAL REQUIREMENTS

Vision (Near, Distance)

Sense of Sound (Communication with guests & co-workers)

Job Overview:

Monitors groups from definite block to check-ins, enters rooming list and changes. Works closely with group contact and Sales / Convention Service Managers

Relationships:

• Reports directly to Reservation’s manager
• Works with Reservations colleagues, Front Office, PBX, Sales, guests/visitors, Corporate Reservations Center, Travel and Tour Company representatives, and other hotels

Duties and Responsibilities:

• Receives GRI and contracts for current and future groups from the Sales and catering departments, inputs the information in the Reservations-Opera system and creates a file for each group
• Monitors reservations and pick-up for individual Call-In groups, inputs rooming lists and deposits for convention groups and inputs rooming lists supplied by group
• Receives faxes, phone calls and emails for reservation changes, requests, confirmations, billing information, VIPS, etc. which require prompt response
• Responsible for monitoring changes, additions and cancellations for every group and printing & faxing updated rooming lists and pickups for groups contacts, usually on a weekly basis or upon request
• Responsible for coordinating and routing proper billing within each group, especially for guest speakers, VIPs and staff members
• Responsible for printing reports for every group before, during and after the date of arrival and following up on the group inquires after their departures
• Responsible for supplying all necessary group information on a weekly basis for the forecast report and printing cutoff reports for groups in the near future
• Attends pre-con meetings for all high-profile groups as per request
• Acts as a liaison between Reservations, Sales/Catering, Front Office, and conference Services, Accounting, etc.
• Aids in training

• At IHG we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures

• Perform other duties, tasks and special projects as assigned

Qualifications:

• Bachelor’s degree in hospitality management or related field

• 1-2 year previous experience in a 4-star hotel

• Follow verbal and written instructions, ability to communicate with supervisors and co-workers

• Delphi. Passkey and Opera experience a plus

Skills & Abilities:

• Strong interpersonal and problem solving abilities

• Proficient use of Microsoft Office (Word, Excel PowerPoint) and other computer programs.

• Ability to perform job functions with attention to detail, speed and accuracy

• Ability to prioritize and organize delegated work and follow through

• Ability to be a clear thinker remains calm and resolves problems using sound judgment.

• Ability to work under pressure, meet guest / co-workers needs and be courteous at all times

• Ability to comprehend instructions

• Ability to work cohesively with co-workers as part of a team

Physical Abilities                                                     Lift/Carry

Stand                        O (Occasionally)               10 lbs or less O (Occasionally)

Walk                         O (Occasionally)               11-20 lbs       O (Occasionally)

Sit                            F (Frequently)                 21-50 lbs       N (Not Applicable)

Handling / Fingering    F (Frequently)                 51-100 lbs     N (Not Applicable)

Reach Outward           O (Occasionally)               Over 100 lbs  N (Not Applicable)

Reach Above Shoulder O (Occasionally)               Push/Pull

Climb                        N (Not Applicable)            12 lbs or less O (Occasionally)

Crawl                        N (Not Applicable)            13-25 lbs       N (Not Applicable)

Squat or Kneel            N (Not Applicable)            26-40 lbs       N (Not Applicable)

Bend                         N (Not Applicable)            41-100 lbs     N (Not Applicable)

N (Not Applicable): Activity is not applicable to this occupation.

O (Occasionally): Occupation requires this activity up to 33% of the time (0-2.5+hrs/day)

F (Frequently): Occupation requires this activity from 33%-66% of the time (2.5-5.5+hrs/day)

C (Constantly): Occupation requires this activity more than 66% of the time (5.5+hrs/day)

OTHER PHYSICAL REQUIREMENTS

Vision (Near, Distance)

Sense of Sound (Communication with guests & co-workers)