Group Housing Coordinator

Westin Chicago North Shore; Chicago (IL); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

401(k) with company match

Life and disability insurance

Employee discounts

Job summary

Westin Chicago North Shore is seeking a Group Reservations Coordinator to collaborate with Sales, Marketing, Accounting, and Conference Services to ensure excellent service and accurate bookings.

You will create and maintain group room blocks, manage reservations, and optimize rates and inventory to maximize occupancy and revenue. Proficiency with CI/TY and Lightspeed is required, along with MS Office skills and a high school diploma.

Qualifications

• High School graduate or GED equivalent.
• Six months reservations experience in hospitality.
• Proficient with Outlook, Word, and Excel.
• Experience with CI/TY and Lightspeed systems.
• Occasional evening and weekend work.

Responsibilities

• Maintain group room blocks, rates, and cutoff dates.
• Build group profiles with rate codes, deposits, and inclusions.
• Process commissions and liaise between group and central reservations.
• Input group rooming lists and manage changes and billing.
• Attend pre-planning meetings with clients and conference services.
• Prepare reservation and pickup reports as requested.
• Ensure accurate, timely completion of all group functions.
• Communicate with Sales, Conference Services, and planners.

Skills

Reservations experience

Outlook

MS Word

Excel

Multi-system use

Education

High School diploma or GED

Tools

CI/TY

Lightspeed

Job description

Description

Job Summary:

The Group Reservations Coordinator works closely with Sales & Marketing, Accounting, Conference Services, and Group Meeting Planners to ensure excellent customer service and the highest level of accuracy in bookings is always provided. The role is responsible for creating and maintaining group room blocks, booking links and reservations to accommodate guests, and must ensure that clients are provided with required types of rooms, facilities, and services. The incumbent handles all reservations in a friendly and efficient manner, and quotes available rates to maximize room revenue and average rate according to Vinayaka Hospitality standards. This role plays a prominent role in improving the occupancy of the hotel by ensuring group rates and inventory are consistently monitored and updated as needed.

Job Duties & Functions:

• Keep updated files on all upcoming groups upon receipt of turnover.
• Ensure accuracy between the CI/TY and Lightspeed systems (room blocks, rates, cutoff dates).
• Detail each Group profile and/or reservation with Group specific information (rate, rate code, deposits, location requests, package inclusions, contract concessions, etc).
• Build rates and inclusive packages specific to each Group (create routing profiles, deposit policies, cancellation policies, etc.).
• Process travel agent commissions.
• Act as liaison between group and central reservations.
• Input group rooming list and facilitate all rooming list changes and billing changes upon receipt from conference service coordinator assigned to the group.
• Manually assign specific accommodations based upon feature and/or location requests.
• Provide reservation and pick up reports upon request.
• Cross reference Group resumes with system information and ensure accuracy.
• Attend all Pre-Planning and/or Pre-Conference Meetings with clients and Conference Services Coordinator (Via phone if not available to attend in person).
• Review no shows from previous night and make corrections as needed.
• Assist accounting in verifying and correcting group guest’s folios.
• Ensure all group functions are completed in an accurate and timely fashion.
• Communicate effectively communicate with Call Center Manager, Business Analyst, Sales Manager, and Conference Services Coordinator, and group meeting planner.
• Performs other duties and attends meetings, as assigned by hotel/department leadership.

In accordance with Illinois law, the anticipated pay range for this position is:

$50,000 – $55,000 per year

The final offer will be based on factors including, but not limited to, relevant experience, skills, education, internal equity, and market conditions.

Eligible team members may have access to a comprehensive benefits package, which may include:

• Medical, dental, and vision insurance
• Paid time off (vacation, sick time, holidays)
• Six paid company holidays and one floating holiday
• 401(k) with company match (up to 4%)
• Life and disability insurance
• Employee assistance programs
• Employee discounts (hotel and travel discounts)

Eligibility for benefits may vary based on position, employment status, and tenure.

Additional Compensation

• Bonus or incentive programs
• Commissions (if applicable)

Details will be provided during the interview process.

We are an Equal Opportunity Employer and are committed to creating an inclusive environment for all employees.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws

Requirements

Education & Experience:

• High School graduate or G.E.D. equivalent.
• Six months reservations experience in the hospitality industry
• Knowledge of Outlook, MS Word, and Excel required.
• Experience with Group Sales computer systems including CI/TY and Lightspeed.
• Occasional evening and weekend work to meet deadlines.
• Capable of using multiple systems at the same time
• Self-starter, results-oriented, team player, and demonstrates a high-level attention to detail
• Flexibility and adaptability to a dynamic, evolving environment