Coordinator Group Reservations

IC - Chicago Magnificent Mile (ORDHA); Chicago (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

IHG Hotels & Resorts in Chicago seeks a Reservations Coordinator to monitor and manage group bookings, rooming lists, and deposits using the Opera system. You will coordinate with Sales, Catering, Front Office, and other departments to ensure accurate room blocks and timely billing.

Triggering communications with group contacts and handling changes, requests, and VIP arrangements are core parts of the role. Strong organizational skills and hospitality background are essential.

Qualifications

• Bachelor's degree in hospitality management or related field.
• 1-2 years of previous experience in a 4-star hotel.
• Ability to follow verbal and written instructions and communicate with supervisors and coworkers.
• Delphi, Passkey and Opera experience a plus.

Responsibilities

• Receives group requirements from Sales and Catering and inputs data in the Reservations-Opera system.
• Monitors reservations, inputs rooming lists, and manages deposits for convention groups.
• Handles changes, requests, confirmations and billing information promptly.
• Prints and forwards updated rooming lists and pickups to group contacts weekly or as requested.
• Coordinates billing for guests, VIPs, and staff within each group.
• Generates reports before, during, and after arrival dates and follows up on group inquiries.
• Provides weekly group information for forecast reports and for near-future cutoffs.
• Attends pre-con meetings for high-profile groups; liaises with Reservations, Sales/Catering, Front Office, etc.
• Participates in training and adheres to workplace health and safety requirements.

Skills

Interpersonal skills

Problem solving

Attention to detail

Teamwork

Communication

Speed and accuracy

Education

Bachelor's degree in hospitality management or related field

Tools

Delphi

Passkey

Opera

Microsoft Office

Job description

Job Overview:

Monitors groups from definite block to check-ins, enters rooming list and changes. Works closely with group contact and Sales / Convention Service Managers

Relationships:

• Reports directly to Reservation’s manager
• Works with Reservations colleagues, Front Office, PBX, Sales, guests/visitors, Corporate Reservations Center, Travel and Tour Company representatives, and other hotels

Duties and Responsibilities:

• Receives GRI and contracts for current and future groups from the Sales and catering departments, inputs the information in the Reservations-Opera system and creates a file for each group
• Monitors reservations and pick-up for individual Call-In groups, inputs rooming lists and deposits for convention groups and inputs rooming lists supplied by group
• Receives faxes, phone calls and emails for reservation changes, requests, confirmations, billing information, VIPS, etc. which require prompt response
• Responsible for monitoring changes, additions and cancellations for every group and printing & faxing updated rooming lists and pickups for groups contacts, usually on a weekly basis or upon request
• Responsible for coordinating and routing proper billing within each group, especially for guest speakers, VIPs and staff members
• Responsible for printing reports for every group before, during and after the date of arrival and following up on the group inquires after their departures
• Responsible for supplying all necessary group information on a weekly basis for the forecast report and printing cutoff reports for groups in the near future
• Attends pre-con meetings for all high-profile groups as per request
• Acts as a liaison between Reservations, Sales/Catering, Front Office, and conference Services, Accounting, etc.
• Aids in training
• At IHG we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures
• Perform other duties, tasks and special projects as assigned

Qualifications:

• Bachelor’s degree in hospitality management or related field
• 1-2 year previous experience in a 4-star hotel
• Follow verbal and written instructions, ability to communicate with supervisors and co-workers
• Delphi. Passkey and Opera experience a plus

Skills & Abilities:

• Strong interpersonal and problem solving abilities
• Proficient use of Microsoft Office (Word, Excel PowerPoint) and other computer programs.
• Ability to perform job functions with attention to detail, speed and accuracy
• Ability to prioritize and organize delegated work and follow through
• Ability to be a clear thinker remains calm and resolves problems using sound judgment.
• Ability to work under pressure, meet guest / co-workers needs and be courteous at all times
• Ability to comprehend instructions
• Ability to work cohesively with co-workers as part of a team

Physical Abilities Lift/Carry

Stand O (Occasionally) 10 lbs or lessO (Occasionally)

Walk O (Occasionally) 11-20 lbs O (Occasionally)

Sit F (Frequently) 21-50 lbs N (Not Applicable)

Handling / Fingering F (Frequently) 51-100 lbs N (Not Applicable)

Reach Outward O (Occasionally) Over 100 lbs N (Not Applicable)

Reach Above ShoulderO (Occasionally) Push/Pull

Climb N (Not Applicable) 12 lbs or lessO (Occasionally)

Crawl N (Not Applicable) 13-25 lbs N (Not Applicable)

Squat or Kneel N (Not Applicable) 26-40 lbs N (Not Applicable)

Bend N (Not Applicable) 41-100 lbs N (Not Applicable)

N (Not Applicable):Activity is not applicable to this occupation.

O (Occasionally):Occupation requires this activity up to 33% of the time (0-2.5+hrs/day)

F (Frequently):Occupation requires this activity from 33%-66% of the time (2.5-5.5+hrs/day)

C (Constantly):Occupation requires this activity more than 66% of the time (5.5+hrs/day)

OTHER PHYSICAL REQUIREMENTS

Vision (Near, Distance)

Sense of Sound (Communication with guests & co-workers)