Group Reservations 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

Company Description

As a pioneer in the art of responsible hospitality, the Accor Group gathers more than 45 brands, 5,600 hotels, 10,000 restaurants, and lifestyle destinations in 110 countries. While each brand has its own personality, where you will be able to truly find yourself, they all share a common ambition: to keep innovating and challenging the status-quo.

Company Description

As a pioneer in the art of responsible hospitality, the Accor Group gathers more than 45 brands, 5,600 hotels, 10,000 restaurants, and lifestyle destinations in 110 countries. While each brand has its own personality, where you will be able to truly find yourself, they all share a common ambition: to keep innovating and challenging the status-quo.

By joining us, you will become a Heartist®, because hospitality is, first and foremost, a work of heart.

You will enjoy exclusive benefits, specific to the sector and beyond, as well as strong recognition for your daily commitment.

Everything you will do with us, regardless of your profession, will offer a deep sense of meaning, to create lasting, memorable and impactful experiences for your customers, for your colleagues and for the planet.

Hospitality is a work of heart,

Join us and become a Heartist®.

Job Description

As groups coordinator for Novotel and Ibis Glasgow you will be responsible for overseeing the day to day running of tour/business groups within the hotels, with the support of the sales team. From enquiry stage to check out you will be the main contact for the bookers. Day to day you will support the wider hotel team with all relevant information to ensure each group is looked after correctly during their visit.

Duties

• 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.

Job Specifications

• Full Time - 39 hours per week
• 5 days over 7 (occasional weekend work)
• £12.73 per hour

Qualifications

Your experience and skills include:

• Previous 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 organisational skills.
• Strong interpersonal and problem-solving abilities

Fluency in English, additional languages are a plus

Additional Information

One more thing...

By working at the Novotel Glasgow you will be part of the Accor network, worldwide hospitality leader. With us, you can be all you are, work with purpose, grow, learn, enjoy and explore Accor’s limitless opportunities. Discover our Talent stories at heart-of-hospitality.com or on Instagram @heart.of.hospitality

Our Commitment To Diversity & Inclusion

We are an inclusive company and our ambition is to attract, recruit and promote diverse talent, creating an environment where everyone feels they belong.