Group Rooms Coordinator

Job Summary:

Minimum pay for this position is $19.44/hour. Additional compensation will be considered for candidates with higher amounts of experience above the minimum requirements.

The Group Rooms Coordinator will assist in ensuring that all arriving groups have a seamless visit at The Inn and Village Hotel. This position will be responsible for the timely and accurate set-up of rates, charge routing and entering rooms lists into Biltmore's property management system. In addition, the Coordinator will be the primary back-up for the Group Rooms Manager. This includes, but is not limited to, generation of reports and providing Sales Managers and Coordinators with historical data and availability to ensure maximum revenue is achieved. The Coordinator will also provide support for leadership, the department and company as required.

Typical Schedule: Monday through Friday, 12pm to 5pm (25 hours per week)

Essential Job Duties:

1. Activate and maintain group rates/packages and group charge routing in SMS.

2. Responsible for prompt, accurate input of rooming lists, rate concession forms and changes that subsequently occur while at all times protecting our guest's personal privacy and credit card data.

3. Exhibit confidence in making rate decisions. Set pre/post rates for groups, if not defined by contract in order to increase ancillary revenue.

4. Review all comments, room blocks and cut-off dates for each contract to ensure accuracy in Delphi and SMS; Follow up as needed to resolve discrepancies.

5. Generate weekly Booking Pace and Housing and Cut-off reports in order to provide management the tools necessary to make good revenue management decisions.

6. Activate Stay Biltmore accounts and maintain data in Excel for marketing purposes.

7. Effectively communicate between internal departments. Work in synchronization with the estate's operational staff to ensure superior levels of service are achieved.

Additional Responsibilities:

1. Assist and cover job responsibilities of Group Rooms Manager when necessary.

2. Model and support the Biltmore brand in professional behavior, professional dress, ethical conduct and a positive disposition.

3. Assist with the creation of SOP's and documentation necessary for staff training.

4. Be self-sufficient and motivated while meeting all expectations and goals.

5. Provide technical and procedural support for the group sales host team, Sales Managers/Coordinators, front office and reservations staff as needed.

6. Attends internal/external meetings, functions and events as required.

7. General administration and support for leadership, the department and company.

The Biltmore Company considers a consistently positive, cooperative, self-motivated, courteous and professional attitude to be an essential function of every position. Employees must be able to relate to other people beyond giving and receiving of instructions: (a) can get along with co-workers or peers without exhibiting behavioral extremes and (b) respond appropriately to criticism from a supervisor.

Qualifications:

1. Some college preferred. Additional education or training preferred.

2. At least three (3) years of related experience. An equivalent combination of education and experience may be considered. Ideal candidate will have had prior hotel front office experience. Understanding of revenue management a plus. Knowledge of Host and Delphi software preferred.

3. Strong interpersonal and communications (verbal and written) skills.

4. Works well independently with little to no daily supervision.

5. Outstanding attention to detail with a focus on quality and accuracy; must have solid organizational, project and time management skills.

6. Proficiency in Excel, Word, and Microsoft Outlook required.

7. Ability to quickly learn Biltmore's reservation and property management systems Excellent analytical, mathematical, and problem-solving skills preferred Ability to creatively problem solve, exercise good judgment, and take initiative.

8. Demonstrated ability to deliver world class internal and external guest service.

Physical Requirements:

1. The incumbent will work predominantly in an office environment.

2. The incumbent will be required to lift up to 30 pounds occasionally.

3. Utilize office machinery throughout shift.