Coordinator Group Reservations

Duties And Responsibilities

FINANCIAL RETURNS

• Stay abreast of current rates, rate changes and all promotions, current facilities, services, hours of operation, etc.
• Prepare for each group’s arrival, prepare group history, billing information, deposits, filing, VIP information, correspondence, etc.; interact with booking contacts as needed. Correctly record group rooms and revenue in the property management system. Double check routing for all group reservations.
• Sending no-show, pickup, and all requested reports for citywide groups including post-event audit reports
  
  

PEOPLE

• Promote teamwork and quality service through daily communications and coordination with other departments.
• Covering lunch shifts for front desk agents
• Assisting during peak arrival/departure periods
  
  

Guest Experience

• Respond to guest concerns or complaints. Communicate any outstanding guest requests or issues to management that may require additional monitoring or follow-up.
• Assign rooms to all reservations each day
• Upgrading members based on elite IHG Rewards status
• Balancing inventory
• Sending out pre-arrival upgrade notifications
• Coordinate distribution of welcome letters, bags, room drops, etc as needed and requested by clients
  
  

RESPONSIBLE BUSINESS

• Process all group reservation requests, changes and cancellations received by phone, fax, e-mail, mail, internally and through travel planners/corporations. Enter and/or modify group block in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.
• Maintain accurate filing system for groups and ensure that each group block is traced.
• Create subblocks for citywide groups that have multiple groups visiting for conventions
• Create and update group block notes to provide relevant data pertaining to all group reservations, and coordinate with other departments as needed to provide group reservation information and group needs as specified in contract.
• Provide and maintain reports and records of all groups during stay and after departure and follow up on any group inquiries.
• Make reservations for preplanning visits, site tours, influencers, VIPs, etc
• Coordinate all site rooms with housekeeping, front office and rest of the team
• Attend pre-meeting planning meetings or conferences as needed or requested.
• Perform other duties as assigned such as running daily reports, e.g. the cancellations, bookings, or arrivals reports.
• Manage all Passkey functions including rooming list uploading, monitoring room block pickup and inventory, uploading payment information
  
  

Qualifications And Requirements

High school diploma or equivalent and one year of experience as a reservationist, front desk agent, or relevant field of work, or an equivalent combination of education and experience. Must speak fluent English. Other languages preferred.

This job requires ability to perform the following:

• Speak and listening usually while sitting
• Use a keyboard to type in reservation information
  
  

Other:

• Communications skills are utilized a significant amount of time when interacting with clients, guests and employees.
• Reading and writing abilities are utilized often when reviewing and processing guest reservations or daily reports.
• Basic mathematical abilities are used some of the time.
• Computer skills are required.
• May be required to work nights, weekends, and/or holidays.
  
  

The hourly pay range for this role is $22 to $28. We offer a comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401k, and many other benefits to eligible employees.

Hotel Indigo is an upper-upscale lifestyle brand that captures the true spirit of the neighbourhood. With over 150 properties worldwide, we look for individuals that can inspire our guests to make unique discoveries through meaningful connections to the diverse people, places, and cultures of the local area.

Bring your story, to inspire new ones.

Don't quite meet every single requirement, but still believe you'd be a great fit for the job? We'll never know unless you hit the 'Apply' button. Start your journey with us today.

Important information:

• The salary range listed is the lowest to highest pay scale we, in good faith, believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the pay range will be based on several factors, including relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, and business or organizational needs.
• No amount of pay is considered to be wages or compensation until it is earned, vested, and determinable. The amount and availability of any bonus, commission, or other form of compensation allocable to a particular employee remain in the Company's sole discretion unless and until paid and may be modified at the Company’s sole discretion, consistent with the law.
• If you require reasonable accommodation during the application process, please click here.
• IHG does not accept applications, inquiries, or unsolicited CVs/resumes from staffing or recruiting agencies. Please click here for our agency policy.
• If you are a resident of or applying to a job opening in the State of Washington, please click here to read about applicable benefits.