Assistant Reservations Manager

Vibescapes - Nature Retreats; Pune District; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Vibescapes - Nature Retreats in Pune invites an Assistant Reservations Manager to oversee day-to-day reservations across our portfolio, focusing on corporate group bookings, OTA management, and revenue tracking.

You will coordinate with guests, corporate clients, OTAs, and property teams to ensure smooth check-ins, accurate bookings, and high guest satisfaction. Strong organizational and communication skills are essential, with experience in hotel/resort reservations.

Qualifications

• 3–4 years in hotel/resort reservations or hospitality operations.
• Experience handling corporate groups and OTA management.
• Proficiency in Excel/CRM systems and data reporting.

Responsibilities

• Manage end-to-end reservations from enquiry to confirmation and post-booking follow-up.
• Handle corporate group enquiries, group stays, and bulk room bookings.
• Prepare quotations, rooming plans, and payment schedules for group bookings.

Skills

Communication

Reservations management

OTA management

Channel coordination

Numerical & analytics

Excel

CRM systems

Multitasking

Detail orientation

Negotiation

Tools

Excel

Google Sheets

CRM systems

Job description

Reports To: Reservations Manager / Head of Reservations

Location: Pune

Experience: 3–4 years in hotel/resort reservations or hospitality operations

ABOUT THE ROLE

We are looking for an Assistant Reservations Manager to support and manage the day-to-day reservations function across our portfolio of properties. The role will focus on corporate group bookings, OTA management, property coordination, revenue tracking, lead management, and reservation reporting.

The ideal candidate should be highly organized, commercially aware, and comfortable coordinating with guests, corporate clients, OTAs, and property teams to ensure smooth booking and stay experiences.

KEY RESPONSIBILITIES

• RESERVATIONS & CORPORATE GROUP HANDLING
• Manage end-to-end reservations from enquiry to confirmation and post-booking follow-up.
• Handle corporate group enquiries, group stays, offsites, and bulk room bookings.
• Prepare quotations, proposals, rooming plans, and payment schedules for group bookings.
• Follow up with corporate clients and convert enquiries into confirmed bookings.
• Maintain accurate booking details, guest information, payment status, and special requests.
• Handle modifications, cancellations, rescheduling, and other booking-related requirements.
• PROPERTY COORDINATION
• Coordinate closely with property teams regarding upcoming arrivals, group bookings, room allocations, special requests, and VIP guests.
• Ensure properties are updated on all confirmed reservations and operational requirements.
• Coordinate with Front Office and Property Managers for smooth check-in and check-out of groups and individual guests.
• Follow up on room availability, inventory blocks, meal plans, event requirements, and other guest arrangements.
• Act as a bridge between the central reservations team and individual properties.
• OTA MANAGEMENT
• Manage the complete OTA reservation process across platforms such as MakeMyTrip, Agoda, Booking.com, Airbnb, EaseMyTrip, Cleartrip, and other relevant platforms.
• Monitor room inventory, availability, rates, restrictions, promotions, and booking status across OTAs.
• Ensure rate and inventory parity between OTAs and direct booking channels.
• Handle OTA modifications, cancellations, guest queries, payment and payout coordination, and support tickets.
• Coordinate with OTA market managers and support teams whenever required.
• Identify and report discrepancies in rates, inventory, commissions, taxes, or payouts.
• Ensure OTA listings and reservation information remain accurate and updated.
• REVENUE & RESERVATION REPORTING
• Prepare regular revenue, booking, occupancy, lead, conversion, and cancellation reports.
• Track property-wise and channel-wise booking performance.
• Monitor lead sources and conversion trends.
• Maintain daily, weekly, and monthly reservation MIS reports.
• Share relevant revenue and booking insights with management to support business decisions.
• Track pending payments, advances, balances, and outstanding booking amounts.
• LEAD MANAGEMENT & FOLLOW-UPS
• Monitor incoming leads across direct, website, social media, OTA, corporate, and other channels.
• Ensure timely follow-up on enquiries and pending quotations.
• Maintain accurate lead stages and booking status in the CRM.
• Follow up on lost, pending, and tentative enquiries to improve conversions.
• Ensure all reservation-related data is updated accurately and consistently.
• GUEST & CLIENT COMMUNICATION
• Handle guest and corporate client queries professionally through phone, email, and WhatsApp.
• Coordinate special requests such as early check-ins, late check-outs, meals, pets, events, transportation, and other requirements.
• Resolve reservation-related concerns and elevate operational issues when required.
• Maintain a high standard of communication throughout the booking journey.

ADDITIONAL RESPONSIBILITIES

• Assist the Reservations Manager in developing and implementing reservation SOPs and processes.
• Support the team during peak periods, long weekends, holidays, and high-demand dates.
• Monitor booking patterns and highlight opportunities or concerns to management.
• Coordinate with Sales, Marketing, Finance, and Property Operations wherever required.
• Ensure proper documentation and record-keeping of all confirmed bookings.
• Assist in training and guiding junior reservation team members when required.
• Maintain confidentiality and accuracy of guest, corporate, and financial information.
• Take ownership of assigned properties and booking channels and ensure timely closure of pending reservation tasks.

KEY SKILLS & COMPETENCIES

• Strong communication and negotiation skills.
• Good knowledge of hotel and resort reservation processes.
• Experience handling corporate groups and bulk bookings.
• Hands‑on understanding of OTA platforms and channel management.
• Strong follow‑up and coordination skills.
• Good numerical and analytical ability for revenue and reservation reports.
• Proficiency in Excel, Google Sheets, and CRM systems.
• Ability to multitask and manage multiple properties and booking channels.
• Strong attention to detail and organizational skills.
• Problem‑solving mindset with a customer‑centric approach.
• Ability to work under pressure, especially during peak booking periods.

PREFERRED EXPERIENCE

• 3–4 years of experience in hotel/resort reservations, revenue, OTA management, or hospitality sales and reservations.
• Experience working with multiple properties or a hospitality management company will be an added advantage.
• Prior experience handling corporate groups and OTA extranets is preferred.

Please ensure that all screening questions are answered. Applications with incomplete screening responses may not be considered.