Coordinator Group Reservations

Relationships:

• Reports directly to the Director of Revenue Management
• 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 10-day forecast report and printing cutoff reports for groups in the near future
• Attends pre-con meetings for all high-profile groups as per request
• Makes breakfast coupons for groups
• 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 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 acti