What are the responsibilities and job description for the Group Rooms Coordinator position at Spire Hospitality?
- Accurately build group masters within 24 hours of receipt of Sales Contracts from the Sales office. Ensure that group masters are built correctly such that individual reservation contracts are bookable in the CRS and rooming list contracts are restricted from being booked in the CRS. Ensure that appropriate shoulder dates are built and that the appropriate booking, advance deposit and cancellation policies are set within the master. Ensure that all appropriate room types, rates and inventory allotments are built.
- Accurately build group masters in the current Property Management System and create a file for all hard copies pertaining to that contract. Ensure that the appropriate information is listed so that team members accessing the group master has a clear understanding of the group, arrivals/departure dates method of reservations (individual or rooming list).
- Carefully review all status changes and make all changes that have been requested via the Status Change. Ensures all changes that are being requested are within the hotels normal operating procedures. Consults with the Director of Revenue Managements should a questionable change arise. Documents changes on the Operational Status Change form.
- Enters rooming lists with 24 hours of receipt. Ensuring all guest information is accurate according to rooming list provided by group sales manager.
- Accepts reservation calls to maintain two available in house reservation lines at all times.
- Research all travel agent inquires to the disposition of reservation in question. Follows guidelines set forth by Hotel Brand.
- Submits guest folios through manual transmission within specified period.
- Operate facsimile machine to send, receive, and log incoming transmissions. Notify guests using the message function of the moderately complex computer of incoming faxes.
- Use the photocopier to make copies of items as required.
- Filing registration cards in room number order.
- Initiate reports and retrieve printed forms from computer printer.
- Verify credit card authorizations for processing advance deposits.
- Other duties as assigned by supervisor such as assisting PBX operators, inputting Sales group lists or special reservations for Conference/Catering Department.
Specific Job Knowledge and Skills:
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
- Ability to effectively deal with customers, some of whom will require high levels of patience, tact and diplomacy to defuse anger to collect accurate information.
- Ability to listen effectively and to speak English clearly over the telephone.
- Ability to access, read and accurately input information using a moderately complex computer system.
- Ability to establish and maintain effective working relationships with employees, customers, and patrons.
- Ability to sit for extended periods of time.
- Ability to follow written and or verbal instructions in English.
- Ability to input 40 WPM on a computer keyboard.
- Ability to communicate effectively in English in writing.
Other Expectations:
- Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position.
- Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
- Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel.
- Upon employment, all associates are required to fully comply with rules and regulations for the safe and efficient operation of hotel facilities. Associates who violate Hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.
- All employees must maintain a neat, clean and well-groomed appearance (specific standards available).
Working Conditions:
Physical Demands:
Sedentary work: Exerting up to 10 pounds of force occasionally (occasionally: activity or condition exists up to 1/3 of the time), and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time), to lift, carry, push, or pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Environmental Conditions:
Inside: Protection from weather conditions but not necessarily from temperature changes. A job is considered “inside” if the worker spends approximately 75 percent or more of the time inside.
Qualifications:
- Any combination of education and experience equivalent to graduation from high school or any other combination or education, training or experience that provides the required knowledge, skills and abilities. High school diploma preferred.
- No prior experience required. Prior communications, reservations, hospitality and/or computer experience preferred.
- Additional language ability preferred.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)