Group Rooms Coordinator

KOLTER HOSPITALITY GROUP • St. Petersburg, FL

4d

About The Position

The Group Rooms Coordinator is responsible for assisting in the group rooms block reservations process, which includes reservations input and billing setup. Role is a key member to the front office arrival experience, which includes inventory management, VIP guest arrival, and ad hoc projects. _____________________________________________________________________________ Essential functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Performance Expectations: Coordinates the exceptionally friendly, professional, and efficient reception, registration, and account settlement for all hotel VIP guests Sends Departure and Arrival email to all guests daily. Contacts VIP guests in advance of their arrival to the hotel to determine any special services required and then acts to deliver these special services Familiar with and able to troubleshoot problems with the following systems: key encoding, call accounting, in-room movies, video checkout, electronic data capture, and PMS interface control Coordinates the ordering and delivery of flowers in advance of guest arrival as required Coordinates and participates in the meet and greet and escort of each VIP guest Ensures delivery and placement of arrival amenities; coordinates personalization of welcome notes from General Manager, Sales Managers, Director of Rooms and Director of Sales. Manages rooms assignments, monitoring room availability for arrivals, collaborating with the front desk and housekeeping department. Maintains accurate recaps of groups and high transient periods Attends pre-conference meetings. Reviews group resumes and billing profile information Ensures accurate communication of information to guest regarding all hotel facilities and operating hours Details, updates and builds group blocks and grid Answers guest reservation calls as in-house reservations Works with Front Desk Manager to block group guests to ensure room types are available. Creates and makes reservation changes upon guests requests Runs and updates DOR/DOS on pick up reports Works closely with Front Office Manager to ensure guest requests are followed up appropriately. Reviewing and assigning rooms based on airline crew manifests. Other duties as assigned

Requirements

• Education: High school education or equivalent experience.
• Experience: Familiarity with hospitality industry practices preferred.

Nice To Haves

• Preferred knowledge and experience with Opera.

Responsibilities

• Assisting in the group rooms block reservations process, which includes reservations input and billing setup
• Inventory management
• VIP guest arrival
• Ad hoc projects
• Coordinates the exceptionally friendly, professional, and efficient reception, registration, and account settlement for all hotel VIP guests
• Sends Departure and Arrival email to all guests daily
• Contacts VIP guests in advance of their arrival to the hotel to determine any special services required and then acts to deliver these special services
• Familiar with and able to troubleshoot problems with the following systems: key encoding, call accounting, in-room movies, video checkout, electronic data capture, and PMS interface control
• Coordinates the ordering and delivery of flowers in advance of guest arrival as required
• Coordinates and participates in the meet and greet and escort of each VIP guest
• Ensures delivery and placement of arrival amenities; coordinates personalization of welcome notes from General Manager, Sales Managers, Director of Rooms and Director of Sales
• Manages rooms assignments, monitoring room availability for arrivals, collaborating with the front desk and housekeeping department
• Maintains accurate recaps of groups and high transient periods
• Attends pre-conference meetings
• Reviews group resumes and billing profile information
• Ensures accurate communication of information to guest regarding all hotel facilities and operating hours
• Details, updates and builds group blocks and grid
• Answers guest reservation calls as in-house reservations
• Works with Front Desk Manager to block group guests to ensure room types are available
• Creates and makes reservation changes upon guests requests
• Runs and updates DOR/DOS on pick up reports
• Works closely with Front Office Manager to ensure guest requests are followed up appropriately
• Reviewing and assigning rooms based on airline crew manifests
• Other duties as assigned

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED