Group Rooms Coordinator

About Us

Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization!

We value U.S. military experience and invite all qualified military candidates to apply.

Overview

Essential Duties and Responsibilities

• Act as Liaison between Sales Manager(s) and clients in Sales Manager's absence. Take booking inquiry information via phone and prepare proper paperwork.
• Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.
• Administer the operational and system processes for coordinating group arrival and departure. This includes verification of reservations and rooming lists.
• Build and set up group blocks in Lightspeed reservations system.
• Format and upload group rooming lists.
• Email group pickup and rooming list reports for requested groups to convention service managers and clients.
• Communicate directly with clients for group related reservation changes.
• Maintain cut-off dates, monitor group blocks, set up billing, and input special requests.
• Email and distribute internal reporting as requested (i.e., group no shows, pickup reports)
• Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff.
• Create reservation links for groups to book hotel reservations.
• Handle individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.
• Audit 'out of block' reservations for groups requested by client or manager.
• Complete requested housing bureau pick-up reports.
• Attend Pre Convention meetings when required.
• Attend and participate in weekly group rooms pickup meetings.
• Comply with attendance rules and be available to work on a regular basis.
• Perform any other job-related duties as assigned.

Qualifications and Skills

• Previous hotel reservations and/or Front Desk experience preferred.
• Some knowledge of the Marriott brand systems required
• Basic administrative knowledge such as business letters, formats, and telephone etiquette.
• Must be able to communicate effectively with internal and external customers.
• Ability to access and accurately input information into a computer using Microsoft Office Suite.
• Ability to follow written and verbal instructions.
• Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.
• Ability to set-up and maintain filing systems.
• Effective verbal and written communication skills.
• Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.

Compensation

Benefits

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.