Reservation Group Housing Coordinator (Orlando)
Rosen Hotels & Resorts, Orlando, Florida, United States, 32885
Summary:
The Group Housing Coordinator is responsible for the smooth and efficient reservation process for convention and catering groups. A Group Housing Coordinator is the client's main contact regarding room reservations. This individual must assist in executing the sales contract to the fullest potential while exceeding the client's expectations. The Reservation Group Housing Coordinator is responsible for providing exceptional guest service by managing the reservation process for convention and catering groups at Rosen Hotels & Resorts. This role serves as the primary point of contact for clients, handling both individual and group room reservations via telephone and online bookings. The coordinator ensures accuracy in room availability and rates, assists with executing sales contracts, and strives to exceed client expectations.
Responsibilities: • Create and maintain relationships with Sales, Convention Services, Front Desk, and clients. • Verify blocks are accurate between Visual One, and 3rd party housing sites for assigned groups. Manage all sub-block inventory in Visual One. Create/Manage Synxis reservation links. • Manage room block inventory and forward pick-up reports to Meeting Planners, Sales Managers, & Convention Services Managers. Ensure all group information in the system is accurate and up to date. Ensure all upgrades, staff, comps, and sub-blocks are blocked/canceled accordingly. • Send an introductory letter to the meeting planner to confirm the terms of the contract such as method of booking, billing, cut-off date, and upgrades. Follow up with phone calls. • Maintain accuracy of pick-up by checking delegate lists for duplicate reservations, non-guaranteed reservations, and multiple room bookings. • Monitor cut-off dates, and communicate in writing before that date, to the meeting planner and CSM. Verify correct billing is in place for all reservations and communicate information to Group Billing. • Assist CSM/Meeting planner on overflow situations. • Communicate with the Manager and Reservations Agents any pertinent updated information on groups. Responsible for receiving and entering rooming lists for each group, before their cut-off date. • Respond to internal and external clients within 24 hours of receiving. • Communicate updated information to the Front Office and Convention Services. • Attend site visits and pre-convention meetings. • Attend weekly Pickup meetings for convention properties and provide accurate and up-to-date information regarding groups. • Must be able to maintain a flexible work schedule and be punctual. • All other duties as assigned.
Experience/Qualifications: • 1+ years of related experience and/or training. • knowledge of Microsoft Word, Excel, Outlook, and PowerPoint. • Able to type at least 35 wpm. • Knowledge of a property management system is required, while knowledge of Visual One PMS is an advantage. • Previous Group Housing experience is preferred. • Must have strong organizational skills and excellent time management skills. • The individual should possess exceptional detail in follow-up. • Ability to lift- up to 25 lbs. infrequently. • Must be able to legally work in the USA.
Education and Certification(s)/License(s): • High school diploma or equivalent is preferred.
Discover Life at Rosen: Your career is here in our diverse and friendly workplace where your individuality and ideas are valued. Our company of more than 3,000 associates thrives on teamwork and ingenuity. It is this team who makes Rosen Hotels & Resorts® in Orlando one of Florida's most respected hospitality companies to work for.
Benefits Our Associates Enjoy: • Affordable Health and Dental Insurance • On-site Medical Center • Competitive Compensation • Holiday Pay • Paid Vacation and Personal Days • Tuition Reimbursement and Higher Education Scholarships • 401(k) Retirement Savings Plan • Childcare Financial Assistance • Hospitality and Dining Discounts • Access to our Family Outreach Center • Excellent Career Growth Opportunities • And much more
We are proud to be an equal-opportunity employer and a drug and nicotine-free workforce.
Responsibilities: • Create and maintain relationships with Sales, Convention Services, Front Desk, and clients. • Verify blocks are accurate between Visual One, and 3rd party housing sites for assigned groups. Manage all sub-block inventory in Visual One. Create/Manage Synxis reservation links. • Manage room block inventory and forward pick-up reports to Meeting Planners, Sales Managers, & Convention Services Managers. Ensure all group information in the system is accurate and up to date. Ensure all upgrades, staff, comps, and sub-blocks are blocked/canceled accordingly. • Send an introductory letter to the meeting planner to confirm the terms of the contract such as method of booking, billing, cut-off date, and upgrades. Follow up with phone calls. • Maintain accuracy of pick-up by checking delegate lists for duplicate reservations, non-guaranteed reservations, and multiple room bookings. • Monitor cut-off dates, and communicate in writing before that date, to the meeting planner and CSM. Verify correct billing is in place for all reservations and communicate information to Group Billing. • Assist CSM/Meeting planner on overflow situations. • Communicate with the Manager and Reservations Agents any pertinent updated information on groups. Responsible for receiving and entering rooming lists for each group, before their cut-off date. • Respond to internal and external clients within 24 hours of receiving. • Communicate updated information to the Front Office and Convention Services. • Attend site visits and pre-convention meetings. • Attend weekly Pickup meetings for convention properties and provide accurate and up-to-date information regarding groups. • Must be able to maintain a flexible work schedule and be punctual. • All other duties as assigned.
Experience/Qualifications: • 1+ years of related experience and/or training. • knowledge of Microsoft Word, Excel, Outlook, and PowerPoint. • Able to type at least 35 wpm. • Knowledge of a property management system is required, while knowledge of Visual One PMS is an advantage. • Previous Group Housing experience is preferred. • Must have strong organizational skills and excellent time management skills. • The individual should possess exceptional detail in follow-up. • Ability to lift- up to 25 lbs. infrequently. • Must be able to legally work in the USA.
Education and Certification(s)/License(s): • High school diploma or equivalent is preferred.
Discover Life at Rosen: Your career is here in our diverse and friendly workplace where your individuality and ideas are valued. Our company of more than 3,000 associates thrives on teamwork and ingenuity. It is this team who makes Rosen Hotels & Resorts® in Orlando one of Florida's most respected hospitality companies to work for.
Benefits Our Associates Enjoy: • Affordable Health and Dental Insurance • On-site Medical Center • Competitive Compensation • Holiday Pay • Paid Vacation and Personal Days • Tuition Reimbursement and Higher Education Scholarships • 401(k) Retirement Savings Plan • Childcare Financial Assistance • Hospitality and Dining Discounts • Access to our Family Outreach Center • Excellent Career Growth Opportunities • And much more
We are proud to be an equal-opportunity employer and a drug and nicotine-free workforce.