Administrative Coordinator

YOTEL; Boston (MA); On-site; USD 40,000 - 57,000; Full time

Job summary

YOTEL Boston is seeking an Administrative Coordinator to support the Sales Team by entering group bookings and rooming lists and handling guest correspondence, billing, and reporting.

You will answer calls to the Sales Department, work with Opera/Delphi PMS, and assist other departments as needed; this is a full-time hourly role paying $35.00 per hour.

Strong customer service, organization, and teamwork are valued, with flexibility to work AM/PM, weekends, and holidays.

Qualifications

• College graduate preferred.
• Possess high energy, positive disposition, professional presentation, and strong self-motivation.
• Natural, genuine, customer service oriented individual.
• Hotel front desk experience is preferred.
• Experience with Opera, Delphi, or other PMS/CRM systems is preferred.

Responsibilities

• Always maintain positive external and internal guest relations by delivering respectful, professional, and responsive service.
• Enter/maintain Group blocks in Delphi and property management system.
• Submit various group and transient requests to distribution.
• Maintain of group blocks and their inventory.
• Create and distribute group resumes.
• Ensure reservations have necessary VIP, ETA, billing, arrival, departure dates, and room types based upon group resumes.
• Process deposits and payments for group and catering events.
• Accurately manage final billing for group and catering events, ensuring charges are complete and correct.
• Conduct group audits
• Attend PreConvention Meetings, Resume Meetings, Group Pick up Meetings, and Reservations Departmental meetings.
• Run various reports for managers

Skills

High energy

Positive disposition

Professional presentation

Self-motivation

Customer service oriented

Team player

Hotel front desk experience

Opera

Delphi

PMS/CRM systems

Outlook

Microsoft Office Suite

Canva

Education

College graduate preferred

Job description

WELCOME TO YOTEL

A hotel that moves as fast as you. YOTEL has prime locations around the world for you to get centred quickly. Staying with us means spending time in the world's smartest places, where desirable, tech and design-led environments make a real connection with modern travellers on the go.

MAKING YOUR HOTEL EXPERIENCE NON-STOP

YOTEL offers guests a hotel experience that challenges the status quo, with a promise to deliver a different kind of stay through awesome people, smart design and the creative use of technology.

Location YOTEL Boston

Position Sales Coordinator

Position Overview:

The Administrative Coordinator will work primarily with the Sales Team. They will administer the operational and system processes for coordinating group arrival and departure by entering group bookings and rooming lists into the sales and front desk systems. This position will also assist with guest correspondence, group and transient billing, reporting, as well as reservation assistance. The Administrative Coordinator will also be responsible for answering calls to the Sales Department and directing them accordingly. In addition to assisting the sales team, the role will also assist in other departments when needed, such as Finance and Human Resources. This is an hourly position with a pay rate of $35.00 an hour.

Major Duties & Responsibilities:

• Always maintain positive external and internal guest relations by delivering respectful, professional, and responsive service.
• Perform job functions with attention to detail, speed, and accuracy.
• Able to prioritize and organize work.
• Effectively utilize the property management system
• Handle email and phone correspondence.
• Enter/maintain Group blocks in Delphi and property management system.
• Submit various group and transient requests to distribution.
• Maintain of group blocks and their inventory.
• Create and distribute group resumes.
• Ensure reservations have necessary VIP, ETA, billing, arrival, departure dates, and room types based upon group resumes.
• Ensure that group blocks, group lists, group billing, and cutoff dates are maintained.
• Process Rooming Lists accurately and in a timely manner.
• Preblock all group needs for suites or connecting rooms.
• Monitor group pickup and advise DORM if group should be reforecasted.
• Report to the DORM any changes in group pickup that would affect selling strategies.
• Process deposits and payments for group and catering events.
• Accurately manage final billing for group and catering events, ensuring charges are complete and correct.
• Conduct group audits
• Verify travel agency commission invoices
• Attend PreConvention Meetings, Resume Meetings, Group Pick up Meetings, and Reservations Departmental meetings.
• Run various reports for managers

Position Requirements

Skills/Qualifications:

• College graduate preferred.
• Possess high energy, positive disposition, professional presentation, and strong selfmotivation.
• Natural, genuine, customer service orientated individual.
• Hotel front desk experience is preferred.
• Experience with Opera, Delphi, or other PMS/CRM systems is preferred.
• Ability to thrive and succeed in a fastpaced environment
• Strong organizational and time management skills
• Ability to work as a team player
• Ability to maintain positive and professional demeanor while working under pressure
• Solid computer skills including Outlook, and Microsoft Office Suite. Experience with Canva is preferred.
• Position requires flexibility in scheduling, must be able to work AM/PM, weekends & holidays

What are YOTEL people like?

• Pro-active with a ‘can do’ positive attitude.
• Likes to be busy, always looking for the next task or goal to achieve.
• Great attention to detail in everything that they do.
• Sociable and confident with each other and our guests.
• Friendly, warm and welcoming always.
• Professional in their outlook, taking pride in their appearance, performance and reputation.
• Takes responsibility for their actions and those of the wider team.
• Like to own problems and find solutions for the benefit of the guests and team alike.

This position description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. May perform other duties as assigned.

Rate Of Pay $35.00

Shift

Full-Time/Part-Time Full-Time

Exempt/Non-Exempt Non-Exempt

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

This position is currently accepting applications.