Group Reservations Coordinator

What’s in it for you…

• Insurance enrollment is available from day 1. 
• Paid time off accrual begins day 1. 
• Holiday pay available from day 1. 
• 401(k) enrollment after 30 days.
• Complimentary parking and associate meals. 
• Promotional opportunities. 

The impact you’ll make…

The Group Rooms Coordinator is responsible for the administration of the operational and system processes for coordinating group arrival and departure. This includes verification of reservations, online bookings, and rooming lists. The Group Rooms Coordinator provides ongoing communication between the client, the hotel, and the sales office ensuring all operational standards are met including brand standards, internal and external audit requirements, and overall guest satisfaction.

You’ll enjoy this job because…

• You want to learn and grow in the field of Revenue Management.
• You're detail-oriented and have a strong focus on accuracy.
• You enjoy applying knowledge to business processes.
• You’re self-motivated to achieve success.
• You enjoy working in a fast-paced environment.

What you’ll be doing…

• Process all group turnovers: create new group files, send an introduction letter to the group contact, create a group rate code, verify the cut-off date, send cut-off date reminders, verify room block and rate information from booking recap, hard block suites or special room requests, and clean up old rate codes.
• Communicate all group activity – pickup, attrition, and contractual guidelines to Group Contacts, Conference Service Managers, and Sales Managers.
• Run daily reports: Daily Transaction Report from Delphi, Delphi Booking Recaps, Group Cut-off Report, and Group No Shows; process rooming list within 48 hours of receipt and provide group contact and Conference Service Managers with room block report and rooming list with confirmation numbers.
• Provide Accounting with each group’s rooming list from Group Contact and pickup and/or attrition.
• Communicate all group activity to the Director of Revenue Management to assist in making yield decisions; maintain the Delphi system through the weekly entry of group pickup for the current month and the next two months.
• Provide Reservations and Front Desk Staff with a list of Call-In and Form groups, ensuring rate information, advance deposit, and cancellation policy is set up for quoting guests and group confirmation letters; provide Conference Service Manager with any Special Attention, VIP information. i.e. arrival/departure manifest, billing, etc.
• Comply with Hutton standards for Sales and Marketing, while working harmoniously and professionally with co-workers and the planning committee.
• Periodically assist with front-of-house operations including greeting and directing guests, manning hospitality desks, and working with Banquets on ‘quick sets' or teardowns.
• Assist with all guest inquiries within the Sales and Marketing department, including assisting with high telephone volume and walk-in site inspections.
• Participate in scheduled departmental and administrative meetings as requested.
• Perform other tasks or projects as assigned by Hotel Management.

Requirements…

• High School Diploma or equivalent.
• Demonstrate excellent interpersonal and customer service skills.
• Must be able to effectively communicate with a variety of personality types and situations.
• Demonstrate excellent time management skills with a proven ability to meet deadlines.
• Effectively use Microsoft Office 365 suite at an intermediate skill level.
• Maintain a high degree of organization and accuracy.
• Able to sit at a desk/computer for hours at a time.

About First Hospitality…

Founded in 1985 and based in Chicago, First Hospitality is a forward-thinking hotel development, investment, and management company. First Hospitality’s strategic vision is to create value for all through excellence and an openness to doing things differently.

First Hospitality seeks to attract and retain a high-performing and diverse workforce in which employee’s differences are respected and valued to better meet the varying needs of the customers we serve. FH fosters an inclusive work environment that promotes collaboration, flexibility, and fairness. Equal Opportunity Employer.