Group Bookings & Hospitality Coordinator

Accor; Glasgow; On-site; GBP 25,000 - 27,000; Full time

Job summary

Accor’s Novotel Glasgow and Ibis Glasgow are seeking a Groups Coordinator to manage day-to-day group bookings from enquiry to checkout, acting as the main contact for bookers. You will support the wider hotel team with all relevant information to ensure each group is looked after during their visit.

Responsibilities include handling inquiries, quoting and contracting bookings, managing payments, loading groups into the PMS, and coordinating with the sales manager on negotiated rates.

Qualifications

• Experience in hotel reservations (required).
• Good knowledge of Opera systems.
• Confidence with dealing with incoming calls/emails.
• Ability to work alone and as part of a team.
• Strong organizational skills.
• Strong interpersonal and problem-solving abilities.
• Fluency in English; additional languages are a plus.

Responsibilities

• Handle enquiries by email or telephone for group bookings of 7 rooms or more.
• Quote and contract confirmed bookings, ensuring both are completed within standard process time.
• Manage payments for each group – prepayment deadlines and billback instructions.
• Follow up with clients for rooming lists and input ahead of groups arrival.
• Balance and check out group bills upon each group’s departure.
• Follow up with clients within agreed release dates and cancellation deadlines for sales updates and release unsold rooms accordingly.
• Work with the sales manager to prepare series contracts, load groups into the PMS and manage negotiated rates.
• Keep copies of bills and contracts organised and safely stored for accounting purposes.
• Prepare sales updates, pick up and release reports for the sales manager for weekly and monthly updates.
• Support the sales team with any additional information (dinner time, breakfast time etc) for the weekly operations meeting.

Skills

Hotel reservations

Opera PMS

Customer communication

Teamwork

Organization

Interpersonal skills

Problem solving

English fluency

Tools

Opera PMS

Job description

Accor’s Novotel Glasgow and Ibis Glasgow are seeking a Groups Coordinator to manage day-to-day group bookings from enquiry to checkout, acting as the main contact for bookers. You will support the wider hotel team with all relevant information to ensure each group is looked after during their visit.

Responsibilities include handling inquiries, quoting and contracting bookings, managing payments, loading groups into the PMS, and coordinating with the sales manager on negotiated rates.