Group Rooms Coordinator

Summary: The Group Rooms Coordinator supports the sales team in managing reservations and handling issues related to the use of these rooms. The Group Rooms Coordinator blocks the rooms, confirms reservations, and helps facilitate any special room requests. A Group Rooms Coordinator is instrumental in assuring focused and productive communication with the new and existing clients, representatives and agents as well as internal team members. Additionally, the Group Rooms Coordinator is responsible for the different kinds of administrative functions essential for everyday operation of the system and fulfillment of the company offers.

Essential Duties and Responsibilities: include the following. Other duties may be assigned by a supervisor as needed.

• Self-starting personality with an even disposition to effectively communicate with guests, team members and community.
• Be familiar with and adhere to Legacy Ventures Service standards as outlined in the Blueprint and other policies / rules of conduct, to include personal appearance / grooming, attendance and safe / efficient operations.

Daily Routine:

• Prepare group history, billing information, deposits, filing, and VIP information.
• Maintain accurate filing system for groups and ensure that each group block is traced.
• Enter, modify, and update group block information in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.
• Process all group reservation requests, changes and cancellations received by phone, fax, e-mail, internally and through travel planners/corporations.
• Record group rooms and revenue in the property management system.

Reports:

• GRC, Rooming Lists in PDF and Excel, Occupancy Report, and Group Pick Up Detail

Reservations:

• Download and save rooming lists to G-Drive before processing.
• Input rooming lists via Rapid Template at all times.
• Send client PDF or Excel copy of completed rooming list upon completion of upload and as requested.
• Document reservations with special requests and billing instructions.

Resumes:

• Review resumes for all groups prior to the groups arrival.

Invoices:

• Send client a copy of deposit.
• Send ProForma Invoice to client as requested.

Attrition:

• Monitor group and determine performance based on the PU after the check out date.
• Inform CSM and Sales Manager and amend concessions as needed.

City Wide Conventions:

Understand special procedures of city wide conventions

• Work closely together with the Convention Services Manager

Group Rooms Coordinator Duties

Contract Turnover:

• Review contract and input pertinent information in all relevant systems
• Assign SRPs, block rooms, build sub-blocks as necessary, create cutoffs.
• Ensure system information is accurate and all input guidelines are followed.
• Document turnover for each area completed and turn completed file over to CSM.

Pick Up:

• Provide clients with projected and history pick up reports
• Provide departments with post conference reports on a regular basis

Filing:

• Prepare files for new group bookings
• File all necessary group information/reports and maintain file cabinets

Sales Kits:

• Maintain a proper amount of copies for sales kits
• Prepare Sales Kits and ensure that the Front Desk has supplies

Qualifications

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must have a flexible schedule and ability to work days, evenings or nights any day of the week, including weekends and holidays.
• Must have exceptional customer service skills
• Demonstrated ability to perform multiple tasks in a busy environment and remain flexible
• Ability to work well in a team environment
• Must have a self-starting personality with an even disposition to effectively communicate with guests and staff.
• Possess excellent written, verbal, and organizational skills. Computer literacy and financial management a must.

Education and/or Experience: College degree preferred. High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other associates of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands: The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to ensure individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is regularly required to stand; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The associate is occasionally required to walk and reach with hands and arms.

The associate must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.