Group Reservation Coordinator

YOUR MISSION (The Job Description): The Group Reservation Coordinator will play an important role in handling reservations for contracted rooms through our Group Sales department specializing in managing group rooming lists, building Passkey links and setting up room billing. The Group Reservation Coordinator will be responsible for managing all group rooms as indicated in contracts and executing accordingly. THE NITTY-GRITTY (The Essential Job Duties) :

• Build and manage group links via Passkey Group Booking Engine and LMS (property management system)
• Input all rooming lists for sales groups and balance room blocks by releasing any remaining inventory not contracted
• Ensuring billing for contacted nights, as well as shoulder dates are accurate and displaying correctly
• Manage rooming list changes for guest names, arrival/departure dates, and billing per clients requested within contract guidelines
• Print room delegate list for client and sales managers upon request
• Act as liaison between client and hotel Junction to ensure rooming needs are met
• Remain in constant communication with Revenue Management, Sales Managers, and CSMs
• Maintaining a list of individual Call-In Groups for Reservation Agents to refer to
• Maintain a file for each sales group entered in LMS (property management system). All rooming lists, block adjustments, and delegate changes are kept in this file. Once a group has been checked out, the group folders are stored
• Attend pre-convention meetings with clients to welcome them and address any concerns before the arrival of their guests
• Responsible for analyzing group room pick-up and attrition and communicating this information to clients in a professional and courteous manner
• Responsible for following up with Revenue Management and Sales to make sure that all rooming lists are received by the cut-off date or as soon as possible
• Effectively handle multiple priorities and reporting relationships
• Keep informed of all room types, packages and rates; describes rooms, venues and amenities
• Assist with answering guest calls and booking reservations based on business needs
• Keep up on all functions and special events pertaining to Virgin Hotels Las Vegas
• Follow through on all changes pertaining to guest reservations and requests
• Cooperate and coordinate with all related departments to provide the best possible service
• Provide superior service to all guests and clients. Demonstrates resiliency when dealing with a difficult customer
• Perform other duties as assigned to assist the Reservations, Revenue Management and Front Office departments

WHAT IT TAKES (The Qualities We Look For)

• Great team player with the ability to create excellent working relationships
• Ability to break down barriers and resolving potential conflicts swiftly and effortlessly
• Strong communication and presentation skills to all levels of management
• Creativity and innovation are essential!
• Ability to think outside the box and approach all issues with a completely fresh approach
• Ability to anticipate needs and over-deliver whenever possible
• Candidates must think on their feet and use their initiative to solve problems and deliver solutions
• Excellent customer relations, communication, presentation and organization skills of utmost importance
• Able to change direction and work on multiple project aspects at once
• Enthusiastic, passionate, and able to motivate others
• Leadership ability and behavior consistent with Virgin Hotels Core Values: Fun, innovative, original and personable, and striving to deliver high quality and brilliant customer service

MUST HAVE'S

• Minimum one year experience in Hospitality (Hotel Group Sales, Reservations or Front Desk operations preferred)
• Current, legal, and unrestricted ability to work in the United States
• Ability to communicate clearly in verbal and written English
• Use all equipment associated with the position in an effective and efficient manner
• Review, comprehend, and respond to all necessary documentation with a strong attention to detail
• Must be able to sit for long periods of time
• Ability to operate in a working environment that is sedentary in nature and subject to varying levels of noise
• Must have excellent time management and administrative skills to complete execution of all planning details in an effective and efficient manner
• Use all equipment associated with the position, including but not limited to: Microsoft Word, Excel and Outlook
• The skills and abilities necessary for this position are typically acquired through the completion of a high school degree or equivalent, as well as two months of on-the-job training

WOULD BE NICE TO HAVE'S

• Minimum typing speed of 45 WPM preferred
• Familiarity with the equipment and computer systems associated with the position, including but not limited to Agilysys LMS (PMS), Delphi and Passkey helpful

VALUABLE TRAITS

• 50% logical / 50% creative / 100% AWESOME
• Enjoy working with a team and alone as the situation dictates
• Adaptive, Flexible!
• Embody "great attitude"
• Enjoy process improvement
• Evoke inspiration in those around you and encourage them to create their best work.
• Results oriented
• Unwavering integrity and endless work ethic
• Appreciate constructive feedback, as well as graciously providing the same
• Tenacious and self-motivated

This is not an exhaustive list of duties, responsibilities, and conditions. *Virgin Hotels celebrates diversity and is proud to be an Equal Opportunity Employer*