What are the responsibilities and job description for the Rooms Housing Coordinator - Full Time position at Lincolnshire Marriott Resort?
LINCOLNSHIRE, ILLINOIS
JOB TITLE: ROOMS HOUSING COORDINATOR
DEPARTMENT: SALES
REPORTS TO: DIRECTOR OF SALES & EVENTS
ISSUE DATE: MARCH 1, 2024
Pay Range: $18 - $20
Full Time Benefits:
- Medical, Dental, Vision
- Life Insurance
- Health Savings Account
- Flex Spending Account
- Voluntary Benefits Plans
- 401(k) & Company Match
- Employee Discount
- Paid Time Off - Sick and Vacation
PURPOSE AND PERFORMANCE GOALS
The Rooms Housing Coordinator administers the operational and system processes for coordinating group arrivals and departures. This includes verification of reservations, online bookings and rooming lists. This position provides ongoing communication between the client, the hotel, and the sales/events office ensuring all operational standards are met including brand standards, Marriott audit requirements and overall guest satisfaction.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include (not limited to) the following:
- Maintain a working knowledge of the sales, events, front office and accounting areas
- Have a thorough understanding of guest patterns, demand periods and seasonality
- Maintain a working knowledge of revenue management principles as it applies to the hotel in general by attending revenue and sales meeting in order to financial objectives of the property are met
- Coordinate group reservation activities including group bookings, room blocks and rate implementation. Enter all group rates in MARSHA and code in the property management system. Ensure that all group reservations have been coded and entered correctly for the appropriate group block.
- Build group and maintain group blocks, inventory, billing and reservation/booking comments.
- Maintain inventory as directed by DOSMR or DORM.
Build group res links and share with respective team members and clients - VIP amenities as needed
- Available for weekend coverage, if needed base upon business volumes and guest/client needs.
- Build and monitor property management system group masters and group cancellations, releasing any unused rooms at the determined time.
- Communicate group specifications, billing requirements, deadlines and client no-shows to the appropriate operational departments
- Manage and update group blocks based in inventory and block pick-up.
- Monitor group arrivals for coding and billing
- Manage and coordinate the hotels suite inventory and reservation process
- Update the group pickup bookings/actuals in CI/TY group system
- Assist with CI data base maintenance.
- Serve as the primary group/reservations housing contact for clients
- Attend pre/post conference meetings as required
- Notify client of scheduled deadlines for cut-off dates
- Work with front office in pre-blocking group rooming lists prior to arrival
- Assist in completing all VIP, guest requests and internet reservations
- Assist in completing all fax and email reservations
- Manage special request queues in MARSHA (ADA request, for example)
- Maintain accurate files and systems for information retrieval as it relates to group bookings
- Additional tasks and duties as requested by the Revenue Manager, and Director of Sales.
- Represents themselves, the hotel and Company with the highest level of integrity and professionalism, a service-focused approach, and a caring, sincere attitude at all times.
- Exhibits a positive and involved team attitude to all hotel departments and maintains open communications with all co-workers for the best overall performance of the hotel.
- Displays a neat, clean, and business-like appearance at all times.
- Submit and maintain meeting planning surveys
- Attend all meetings and calls as requested.
- Build local BT codes and reslinks.
OTHER DUTIES/RESPONSIBILITIES
Completes all reports and assignments in an accurate and timely fashion.
Contributes to the hotel's overall sales effort during planning and strategy phases through research and knowledgeable input.
Community/Trade Involvement: Actively participates in those community and trade organizations that most benefit the hotel's exposure to the community and the hotel's bottom line.
Develops strong customer relationships through frequent communication and the use of professional, courteous and ethical interpersonal interaction.
Performs other duties as assigned or deemed necessary by management.
SUPERVISORY RESPONSIBILITIES – Not applicable
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
High school diploma or GED required. Minimum 2-3 years of hospitality experience required. One year of hotel reservations experience is requested, working knowledge of Microsoft Office and Gmail account. Experience and/or working knowledge of Marriott MARSHA and/or CITY experience is preferred.
LANGUAGE SKILLS
Must be able to communicate clearly with guests, customers, supervisors and fellow employees.
MATHEMATICAL SKILLS
Must be able to calculate amounts and apply basic addition, subtraction and multiplication
REASONING ABILITY
Must be able to make appropriate judgments regarding daily administrative duties.
CERTIFICATES, LICENSES, REGISTRATIONS – Not applicable
PHYSICAL DEMANDS
Practice written safety standards and rules at all times. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Job frequently requires sitting, standing, walking, bending, reaching. Ability to reach, feel, and type efficiently is required.
HOURS
Due to the business demand of the hospitality industry, and the fact that the hotel provides guest services 24 hours a day, 7 days a week, any employee may be required to work rotating shifts, including weekends, night shifts, and/or overtime. Also, depending on the business demand, hours may be reduced at any time.
- Employees are held accountable for all duties of job -
Acknowledgement:
I have read and understand all of the above. I have reviewed the duties for which I am responsible, and understand this job description may be modified in writing at any time. This job description excludes marginal functions, incidental duties and special projects which I may be required to perform when assigned. I understand that this document does not create an employment contract and that I am employed by the RFMBG Lincolnshire, LLC, Chicago Marriott Lincolnshire, Lincolnshire, IL on an "at-will" basis.
Salary : $18 - $20
