Group Reservations Administrator (FTYR)
Crystal Mountain Resort, Thompsonville, MI, United States
Group Reservations Administrator
The Group Reservations Administrator is responsible for the coordination and high-level preparation of group-related reservations. This role requires communication with group contacts via telephone and email and fielding all group related inquiries, which includes creating rooming lists with attention to group requests and special needs. The Group Reservations Administrator will build associated rates and work closely with Group Sales Managers and front desk to ensure clear communication regarding all group reservations.
Job Duties and Responsibilities
Build group rates based upon information provided by the Group Sales Managers.
Serve as primary contact for meeting & conference group rooming lists information and requests.
Prepare and execute required reports on a daily/weekly/monthly basis to ensure booking of groups is accurate and on time.
Maintain and continually update standards of operations (SOP) manuals of position.
Serve as the primary point of information and training regarding SMS.
Act as a liaison to other departments regarding group related rooming requests and specifics.
Promote other resort services in communications with group when opportunities present themselves.
Ensure all group special requests and needs are correctly accounted for and booked.
Review group reservation related emails and respond accordingly in a timely manner.
Monitor group bookings and identify areas of unmet potential to maximize reservations.
Take an active role in the monitoring/analyzing of Group room blocks in both SMS and Delphi.
Actively participate in the contract review process to ensure accuracy of proposed elements.
Alert department manager and group sales manager of issues of significance with groups.
Ensure that group rooming lists are completed and prioritized based upon arrival dates.
Maintain group files and ensure all group reservation related matters are complete and accurate prior to group's arrival.
Responsible for upholding all departmental and company procedures by example.
Assist Group Sales Department as needed.
Job Specifications
Competencies: Advanced Excel user. Must be proficient in advanced formulas, tables, formatting, charting, pivot tables and reports. Excellent keyboarding, written and oral communication skills required. Proficient in software applications, including but not limited to SMS Host and Microsoft Office Suite applications. Proficiency required with standard office equipment, i.e. scanner, copier, multi-line phone system. Effective business writing skills (grammar, vocabulary, clarity and brevity). Clear and concise verbal communication skills. Self-directed and able to maximize use of time, resources and technology. Maintains office, employee and company confidentiality at all times. Dependable and meets goals. Exemplifies professional conduct and adherence to company Core Values.
Education: Bachelor's degree equivalent experience Combination of education and experience that enables performance of all aspects of the position
Physical & Other Requirements: While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand. The employee is occasionally required to walk and climb or balance. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Evenings, weekends and holidays are part of the annual work schedule. Pre-employment MS Office and keyboarding skill testing required. Must have excellent attendance and conduct record for consideration. Valid unrestricted Michigan Drivers License required. Pre-employment background check, survey and reference checks required. Non-smoking candidates preferred.
Crystal Mountain is an equal opportunity employer that is committed to diversity and inclusion in the workplace. 2025 Silver Level Veteran Friendly Employer. Established in 1956, Crystal Mountain is a family-owned, four-season resort destination located 28 miles southwest of Traverse City and a short drive from Sleeping Bear Dunes National Lakeshore. The resort features lodging, dining, downhill and cross-country skiing, two championship golf courses, shopping, award-winning Crystal Spa, Michigan's only alpine slide, the Park at Water's Edge, Michigan Legacy Art Park, weddings and a conference center.
The Group Reservations Administrator is responsible for the coordination and high-level preparation of group-related reservations. This role requires communication with group contacts via telephone and email and fielding all group related inquiries, which includes creating rooming lists with attention to group requests and special needs. The Group Reservations Administrator will build associated rates and work closely with Group Sales Managers and front desk to ensure clear communication regarding all group reservations.
Job Duties and Responsibilities
Build group rates based upon information provided by the Group Sales Managers.
Serve as primary contact for meeting & conference group rooming lists information and requests.
Prepare and execute required reports on a daily/weekly/monthly basis to ensure booking of groups is accurate and on time.
Maintain and continually update standards of operations (SOP) manuals of position.
Serve as the primary point of information and training regarding SMS.
Act as a liaison to other departments regarding group related rooming requests and specifics.
Promote other resort services in communications with group when opportunities present themselves.
Ensure all group special requests and needs are correctly accounted for and booked.
Review group reservation related emails and respond accordingly in a timely manner.
Monitor group bookings and identify areas of unmet potential to maximize reservations.
Take an active role in the monitoring/analyzing of Group room blocks in both SMS and Delphi.
Actively participate in the contract review process to ensure accuracy of proposed elements.
Alert department manager and group sales manager of issues of significance with groups.
Ensure that group rooming lists are completed and prioritized based upon arrival dates.
Maintain group files and ensure all group reservation related matters are complete and accurate prior to group's arrival.
Responsible for upholding all departmental and company procedures by example.
Assist Group Sales Department as needed.
Job Specifications
Competencies: Advanced Excel user. Must be proficient in advanced formulas, tables, formatting, charting, pivot tables and reports. Excellent keyboarding, written and oral communication skills required. Proficient in software applications, including but not limited to SMS Host and Microsoft Office Suite applications. Proficiency required with standard office equipment, i.e. scanner, copier, multi-line phone system. Effective business writing skills (grammar, vocabulary, clarity and brevity). Clear and concise verbal communication skills. Self-directed and able to maximize use of time, resources and technology. Maintains office, employee and company confidentiality at all times. Dependable and meets goals. Exemplifies professional conduct and adherence to company Core Values.
Education: Bachelor's degree equivalent experience Combination of education and experience that enables performance of all aspects of the position
Physical & Other Requirements: While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand. The employee is occasionally required to walk and climb or balance. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Evenings, weekends and holidays are part of the annual work schedule. Pre-employment MS Office and keyboarding skill testing required. Must have excellent attendance and conduct record for consideration. Valid unrestricted Michigan Drivers License required. Pre-employment background check, survey and reference checks required. Non-smoking candidates preferred.
Crystal Mountain is an equal opportunity employer that is committed to diversity and inclusion in the workplace. 2025 Silver Level Veteran Friendly Employer. Established in 1956, Crystal Mountain is a family-owned, four-season resort destination located 28 miles southwest of Traverse City and a short drive from Sleeping Bear Dunes National Lakeshore. The resort features lodging, dining, downhill and cross-country skiing, two championship golf courses, shopping, award-winning Crystal Spa, Michigan's only alpine slide, the Park at Water's Edge, Michigan Legacy Art Park, weddings and a conference center.