Reservations Coordinator

This position is responsible for assisting with all matters related to the Reservations Department including assisting with the group demands for the USTA program.

About CoralTree Hospitality

Our team members are the true soul of our company. We think differently. About travel but also about the ways in which we deliver on our promise to engage delight awaken and challenge our team members as well as our guests. We are deeply committed to the foundation of core values that mold our interactions with everyone we encounter our guests our clients our team and our communities. We create engaging impactful environments that connect people and places awaken the spirit and allow team members with talent integrity and heart to thrive. We believe our team members are the true soul of our company. We invite you to join us on this journey.

Essential Functions:

Works with the Area Director of Revenue Strategy (ADORS) to pick up and track the daily activity of any definite groups. Supply information on all groups booked by the sales department to the reservations department. Reviews all contracts to ensure the accuracy of rates room inventory and dates. Attends group pre-con meetings. Leads weekly group pickup meetings.

Duties and Responsibilities:

Audit all group entries in the system to ensure it match our group contracts

Receive and enters all rooming lists

Lead all weekly group pick up meetings

Monitors cut-off dates group pick-up and provide weekly information to revenue & sales team.

Monitor attrition collection and no-show/cancellation revenue for all groups monthly report required

Oversee addendum to contracts

Work with group clients to ensure they receive pick-up reports rooming list etc

Manage telephone and email enquiries in a prompt and professional manner and in accordance with company standards ensuring accuracy and attention to detail at all times

Understand seasonal and historical trends and works within them to ensure maximum occupancy and average room rates. Works close with Director of revenue strategy to ensure proper optimization of our rates and inventory

Monitor and manage crew rooming lists/reservation needs as required/needed

Monitor customer satisfaction regularly and resolve any outstanding issues to ensure future business

Respond to clients correspondence for reservation requests by explaining service and amenities to sell group guest rooms. Process all reservations changes and cancellations and provide confirmations.

Effectively gather all necessary information from guests clients and confirm reservations.

Perform group bookings including building blocks managing group inventory auditing group blocks before/during and after departure.

Work with clients housing team to produce group pick-up reports ensure proper charge routing of reservations VIPs special requests and perform group audits.

Act as a resource for both the hotel and the client for information.

Participate in weekly meetings with sales front office and revenue management departments as needed

Create various reports supporting both sales & revenue management teams as needed.

Liaison with Sales and Reservations and Front Office to ensure that all systems are in sync guest & group information & changes are relayed timely to ensure successful outcomes of guest experience billing and revenue management. Provide back-up to front desk and accounting as needed.

Maintain accurate files and systems.

Maintain and communicate knowledge of all room rates packages and promotions.

Answer questions about property facilities/services and room accommodations.

Have knowledge of all hotel facilities/services hour of operations all guest room layouts bed types décor room types and restricted dates.

Troubleshoot resolve and document guest issues and concerns or escalate/ refer to appropriate individual.

Maintain monitor and/or balance room availability for any given day as needed

Follow all company policies and procedures

Perform other duties as assigned by the Reservations Manager/Director of Revenue.

• Positive attitude and good communication skills
• Multi-tasking at a fast pace while ensuring accuracy and efficiency.
• Computer skills: Excel Microsoft office intermediate level.
• Fosse
• Marriott Experience preferred.

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