What are the responsibilities and job description for the Group Reservations Coordinator position at CW Talent?
Who We Are
Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.
Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 89 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.
Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.
About the Position
The Group Reservation Coordinator designates a block of sleeping rooms, creates a website to reserve those rooms and manages the inventory allotment for each conference group staying in a Colonial Williamsburg Hotel.
Main Duties:
Responsibilities include but are not limited to:
• Designates blocks of hotel sleeping rooms assigned to conference groups in a web-based reservation system called Passkey. Identifies number of rooms, room types and load rates based on established contract between Colonial Williamsburg and the conference representative.
• Creates a secure, password protected website for each conference group that will enable attendees to book their rooms on-line.
• Manages the room inventory allotment in Passkey, the Marriott booking system (MARSHA) and the property management system (Opera) by adjusting access to allocated room inventory based on availability.
• Communicates via phone and email with client and Conference Service Manager (CSM) to establish booking criteria, billing, etc.
• Answers troubleshooting calls from the conference Person-In-Charge (PIC) when system errors or problems occur.
• Acts as liaison between outside vendor and in-house technical support on system problems.
• Manages the system by performing daily maintenance; monitors daily interfaces between Passkey, MARSHA, and Opera.
• Identifies and evaluates problem areas; recommends solutions to resolve problems and improve the group room reservation process.
• Assists Group Service Agents with incoming calls and makes lodging reservations as needed.
This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA). This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
This job description reflects the general responsibilities of the position and is not intended to be an exhaustive list. Duties and responsibilities may evolve over time based on operational needs.
Required Education and Experience:
The above knowledge, skills, and abilities generally gained through graduation from high school and 5-years increasingly responsible, related, work experience in the lodging industry; OR any combination of equivalent education and/or work experience.
Preferred Qualifications:
• Hotel systems knowledge and experience (i.e. Passkey, MARSHA, Opera, Marriott Mini Hotel)
Key Skills / Competencies:
• Basic understanding of overall hotel operations, especially conference sales and service.
• Ability to demonstrate a high level of hospitality and courtesy
• Ability to exercise tact and discretion
• Ability to interact effectively with others
• Ability to work independently and adapt to changing work priorities
• Ability to communicate effectively, orally and in writing
• Working knowledge of computer hardware and software applications
• Proficiency in Microsoft Office suite- will use Outlook, Word and Excel constantly.
• Excellent organizational skills.
Physical and Environmental Demands:
Stand: occasionally
Walk: occasionally
Sit: constantly
Use hands/fingers: constantly
Climb or balance: rarely
Stoop/kneel/crouch/crawl: rarely
Reach with hands/arms: frequently
Talk or hear: constantly
Lifting up to 10 lbs: occasionally
Lifting up to 25 lbs: rarely
Lifting up to 50 lbs (with assistance): rarely
Lifting up to 100 lbs (with assistance): rarely
More than 100 lbs (with assistance): rarely
Wet/humid conditions: rarely
Work near moving mechanical parts: rarely
Fumes/airborne particles: rarely
Extreme cold: rarely
Extreme heat: rarely
Typical Work Schedule:
40 hours per week, Monday-Friday 8:30am-5pm. Some holiday or evening shifts required.