What are the responsibilities and job description for the Coordinator Group Reservations position at IHG Army Hotels?
JOB OVERVIEW:
Coordinate the reservations, room blocks and contracts for large groups. Assist with on-site meetings as needed. Maintain group blocks, rooming lists and reservations in system.
DUTIES AND RESPONSIBILITIES:
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- Prepare for each group's arrival, prepare group history, billing information, deposits, filing, VIP information, correspondence, etc.; interact with booking contacts as needed. Correctly record group rooms and revenue in the property management system.
Process all group reservation requests, changes and cancellations received by phone, fax, e-mail, mail, internally and through travel planners/corporations. Enter and/or modify group block in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.
Maintain accurate filing system for groups and ensure that each group block is traced.
- Create and update group block notes to provide relevant data pertaining to all group reservations, and coordinate with other departments as needed to provide group reservation information and group needs as specified in contract.
- Provide and maintain reports and records of all groups during stay and after departure, and follow up on any group inquiries.
- Stay abreast of current rates, rate changes and all promotions, current facilities, services, hours of operation, etc.
- Attend pre-meeting planning meetings or conferences as needed or requested.
- Respond to guest concerns or complaints. Communicate any outstanding guest requests or issues to management that may require additional monitoring or follow-up.
- Promote team work and quality service through daily communications and coordination with other departments.
- Perform other duties as assigned such as running daily reports, e.g. the cancellations, bookings, or arrivals reports.
QUALIFICATIONS AND REQUIREMENTS:
This job requires ability to perform the following:
- Speak and listening usually while sitting
- Use a keyboard to type in reservation information
Other:
Communications skills are utilized a significant amount of time when interacting with clients, guesis and employees.
- Reading and writing abilities are utilized often when reviewing and processing guest reservations or daily reports.
- Basic mathematical abilities are used some of the time.
- Computer skills are required.
- May be required to work nights, weekends, and/or holidays.
Work Area: Reservations & Sales Office
The statements in this job description are intended to represent the key duties and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job. This position is classified as non-exempt (per the Fair Labor Standards Act) and is subject to overtime in accordance with Federal and State Regulations.
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