What are the responsibilities and job description for the Centralized Group Rooms Coordinator position at Omni Hotels?
Location:
Group
Weekly Duties
Monthly / Ad hoc Duties
Omni Hotels and Resorts creates genuine, authentic guest experiences at 60 distinctive luxury hotels and resorts in leading business gateways and leisure destinations across North America. Omni Hotels is known for its exemplary culture, authenticity to the markets in which we operate, innovation and exceptional service. Our commitment to career development has created tenure and loyalty that enables us to perpetuate our family atmosphere.
Job Description:
The Centralized Group Rooms Coordinator will be responsible for supporting multiple properties. They will assist Revenue Management, Sales, and Convention Services with group communication and OPERA-related data entry and maintenance. This will include daily, weekly, monthly, and ad hoc tasks. Some of these duties will overlap with transient reservations, as well.
Responsibilities:
General
- Document/notate/file the Cancellations by CXL Date Report (or Omni – Late Cancellation)
- Process No Show and Cancellation charges for Group and Transient
- Check ‘zero rates’ for discrepancies
- Process batch deposits for group and transient
- Attend to ‘communal’ inbox emails and complete tasks or requests
- If assigned, group in house, email no shows and manage reinstating
- If assigned, group in house, assist in managing blocking reservations and queue in OPERA
Group
- Email and distribute internal reporting as requested by property (i.e., Group no shows/pick up/cancellation reports, etc.)
- Email group pickup and rooming list reports for requested groups to Convention Services Managers
- Enter in upcoming site visit or sale’s VIP requested reservations
- Maintain OPERA parity with FDC by entering recent definite groups
- Input ‘package blocking’ for call-in/GWP groups on HUB2
- Create group landing pages for call-in groups
- Make changes for groups made by contact or sales manager
- Format and upload group rooming lists
- If required, set up and split ‘share-with’ reservations
- Manage subblock list/tracking for the sales team
- Review groups cutting off in the next several days, send out reminders
- Audit ‘out of block’ reservations for groups clients, upon request/contract
- Calculate group rebate, commissions, and advance commissions.
- Save departing group’s progressive history and any notes helpful for repeat groups (‘Post-Con’ report)
- Audit suites for oversells. Inform Sales, Catering, or CS for correction
Weekly Duties
-
Complete details on group resumes
- Routing/billing
- VIP’s local and brand wide
- Payment windows are set up for finance
- Comp applications to reservations based on pick up
- Wi-Fi set up based on contract
- Tax rules adjusted based on contract
- Packages
- Comments for the front office
- Alerts for concessions or contract rules (i.e. early departure fee)
- Set up staff or special rates
- Ensure upgrades are completed
- Set up amenities based on contract
- Add OPERA specials based on requests
- Add OPERA features based on room preference
- Make changes in OPERA from Groups Approaching Cutoff meeting
- Check and adjust any overbookings due to group in OPERA
- Attend bill review for groups in house
- Log and track Group Medallia score to identify trends/opportunities for the department
- Complete requested housing bureau pick up forms
- Update OPERA with recent group addendums
- Ensure sell through and upgrades are available for call-in/GLP groups
Monthly / Ad hoc Duties
- Audit FDC blocks built against ORS blocks
- Audit deposit and cancellation rules between FDC and ORS
- Update operations team on current packages and instructions for said package
- Minimum two years hospitality experience required
- Prior group experience preferred
- Prior Opera experience preferred
- Proficient in Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook.
- Must be able to analyze data and communicate effectively with peers and superiors
Omni Hotels & Resorts is an equal opportunity employer - vets/disability. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement
If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com.
If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com.
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