Group Rooms Coordinator

Group Rooms Coordinator

The Westin Verasa Napa

Location: USA –Napa, CA

Type: Non-Exempt

Category: Hotel/Resort,

Guest Services

The Westin brand is built on four unique differences -

tradition, distinctive hotels, products, and service. We look for 'people who

make the difference', a Westin legacy where associates deliver a consistent and

memorable level of service all the time.

Responsibilities

The Group Rooms Coordinator supports the Sales &

Marketing department with group functions including but not limited to: event

and sales support, lead distribution and reservation assistance, working

knowledge of proposals and contracts, support with groups under 10 rooms on

peak, and general accounting support.

Key Responsibilities

Event/ Sales Support:

• Managing all aspect of group room reservation/inventory: balancing oversell on room type inventory, flagging VIPs with appropriate VIP, oversee rooming list and cut off dates, group pick up and discussion for any groups potentially not meeting minimum room revenues.
• Verifying contract to CI – allocated room and room types, function space, billing pattern, billing address, reservation type (reserve on own, booking link and/or rooming list), minimums confirmed, F&B minimums, countersigned saved within quote with first deposit invoice.
• Small groups 10 and under in suite meetings ONLY.
• Creation of bookings in CI software
• Updating Banquet Event Orders as needed
• Creation and distribution of Room Amenity requests
• Weekly BEO Distribution
• Group handover file processing and administration

Accounting support

• Accounting assistance – sending group deposit invoice, securing credit card authorization, taking groups first deposit, sending any additional invoice for either 2nd/3rd and/or finale.
• Bonvoy Preferred Guest point management

Reservations, leads, blocking rooms:

• Facilitates wholesale agreement reservations – creating reservations in GXP, going into Lightspeed, and making sure all fields are correct, logging reservation

information onto spreadsheet.

• Leads– taking leads via direct or other channels and distributing accordingly.
• Manage requests & tracking for corporate rates in Westin and Marriott platforms.
• Provide quality assurance for all definite groups to ensure room inventory is correct/ matches contract, pre and postdates have been built, master account/ billing pattern is correct, and booking links have been requested.
• Ensures the following group functions are completed in an accurate and timely fashion:
• Processes all group blocks from the sales department within 72 hours of receipt. Effectively enters all group blocks into reservation computer system. Responsible for managing & setting inventory controls for group room blocks. Determine availability for pre and postdates and for reservations above the contracted block.
• Manage group reservations due dates/cutoff date process and ensure room blocks are maintained. Ensure room blocks are not lost or dropped out of system without the DOSM or Revenue Manager’s specific directive according to revenue management strategies.
• Upload group rooming lists into reservation system within 48 hours of receipt.
• Verify Group room blocks in LightSpeed/Marsha/CI/TY correlate with the signed contract. Ensures all upgrades, staff, and comps are blocked accordingly and match the contract with detailed notes in reservation.
• Create & prepare pick-up reports for the Conference Services Managers, Sales Managers, and Meeting Planners.
• Manages any/all rooming list changes.
• Create and maintain organized & accurate filing system for all groups.
• Establish checklist for trace dates using appropriate programs.
• Responsible for communication with Conference Services Manager and attends group overview meetings, pre-convention meetings with appropriate reports.
• Creates and builds Group Masters and Group Rate Plan’s with accurate pricing, room allotment, and reservation due date when there are connectivity issues between LightSpeed/Marsha and CI/TY and other Marriott sales system software.
• Strategically re-codes all room reservations booked outside the group block into the group Rate Plan.
• Builds group reservation booking links. In addition, requests photos and /or itinerary from clients at the discretion of the Conference Services Manager and Catering Sales Manager
• Professional client communication via email and phone in a timely manner; to include responses within 24 hours.
• Manages Rooms Only social event blocks from start to finish, including communicating with client on hotel amenities/services and requesting and providing rooming list updates and providing the hotel with a group overview.
• Manage and track VIP, Gift Card, and BT & FIT individual room reservations in the reservations system. Segmenting reservations into the appropriate category.
• Will determine and/or make judgment on whether incoming reservation requests will be approved based on understanding of rate plans.
• Reviews and compiles all transient package information and provides to operations to ensure proper execution for package rate plans.
• Responsible for accuracy of hotel information as communicated to offsite reservations agents in their reservations system and in LightSpeed (PMS system); updates as needed when policy changes or information is incorrect. Communicates misinformation on third party websites to Sales Administrator to update.
• Attend weekly revenue and forecasting conference calls.

Other:

• Administrative duties including file processing.
• Quality Checks of current group files and new files
• Create and foster positive working relationships with all departments.
• Ad hoc reporting requests for DOSM
• Assist other departments from time to time at the request of the DOSM.
• Other duties as assigned.

Regular attendance in conformance with the standards, which

may be established from time to time, is essential to the successful

performance of this position. Employees

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,

employees may be required to work varying schedules to reflect the business

needs of the hotel. In addition,

attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply

with Marriott rules and regulations for the safe and effective operation of the

hotel’s facilities. Employees who

violate hotel rules and regulations will be subject to disciplinary action, up

to and including termination of employment.

General Skills Description

High school diploma required. Bachelor’s Degree preferred

3 years hospitality experience. Sales department experience preferred

Lightspeed/Marsha/CI/TY, and GXP knowledge strongly preferred

Effective knowledge and skill with outlook, word and excel

Availability to be on property each Saturday to support the sales and events coverage

Required work schedule will be Monday through Friday 8:30am - 5:00pm

Skills and Knowledge

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, using some

other combination of knowledge, skills, and abilities.

Physical Demands

Sitting at a desk for the majority of the day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.

Must be able to lift up to 15 lbs. occasionally.

Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.

Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.

Vision occurs continuously with the most common visual functions being those of near vision and depth perception.

Requires manual dexterity to use and operate all necessary equipment.

Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

Grooming

All employees must maintain a neat, clean and well-groomed appearance per Westin standards.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this

position may be asked to perform from time to time.

Rate of Pay Range

$25-$28

The Westin brand is built on four unique differences - tradition, distinctive hotels, products and service. We look for 'people who make the difference', a Westin legacy where associates deliver a consistent and memorable level of service all the time.

Pay: $25.00 - $28.00 / hour

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• 401(k)
• 401(k) matching
• Referral program
• Employee discount
• Other

Job Type: fulltime

Schedule:

• Monday to Friday

Education: High school degree

Work location: On-site