Group Reservations & Events Coordinator

aljsco; Louisville (KY); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical

Dental

401k

Complimentary meal

Complimentary parking

Discounted bus pass

Job summary

The Galt House Hotel in Louisville, KY is seeking a dedicated Group Reservations contact to manage group bookings, rooming lists, and billing. You will coordinate with the Area Event Service in arranging group reservations and ensure timely entry of group blocks in the PMS system, while maintaining complete group files from contracts to resumes.

Responsibilities include verifying VIP statuses, ETA, billing details, and room types, maintaining group lists and cutoff dates, and processing rooming

Responsibilities

• Maintain positive guest relations at all times
• Able to perform job functions with attention to detail, speed and accuracy
• Able to prioritize and organize work
• Make / Change / Cancel group reservations
• Liaise with Area Event Service in coordinating group bookings
• Handle mail /email and verbal correspondence
• Process group confirmations as needed
• Enter/maintain Group blocks in the PMS system within 24 hours of receipt of turnover
• Maintenance of group blocks to release room types not required as rooms pickup – forecasting
• Upkeep and maintenance of complete detailed group files for every document regarding the group from the contract to the group resume and all other necessary and provided customer documents
• Verification of the VIP, ETA, billing, arrival and departure dates, room types based upon group resumes prior to the weekly staff/resume meeting for each hotel.
• Ensure that group blocks, group lists, group billing and cutoff dates are maintained daily, weekly and monthly
• Process Rooming Lists accurately and in a timely manner – within 24 hours of receipt
• Check rooming list for accuracy
• Balance house inventory when the inventory challenges/successes have been created by group business and clearly communicate with the Area Director of Events and the Area Revenue Manager and Area Group Reservation Manager so that the Area Team can clearly define a strategy and plan to share with the hotel teams.
• Pre-block all group needs for suites, connecting rooms and VIP Rooms.
• Ensure all group billing, routing, master accounts, A/R accounts are set in compliance with AJS Hotels SOP's, in-conjunction with the Area Event Service Manager assigned the file real time bill review daily for master account items related to guestrooms
• Follow all AJS Hotel finance/billing polices
• Control suite inventory and specialty rooms according to suite request policy for groups
• Monitor group pickup and advise the Area Director of Events and the Area Revenue Manager if group should be re-forecasted
• Update and manage all group blocks for forecasting purposes by assigned group within
• Delphi in order to assist in forecasting the area hotels group blocks
• Report to the Area Director of Events and the Area Revenue Manager any changes in group pickup that would affect selling strategies
• Adhere to the selling strategies set by the Area Revenue Manager
• Check Daily arrivals to ensure accurate reservations
• Attend Pre-Convention Meetings, Resume Meetings, Group Pick up Meetings and Area Event and Area Group Reservations Departmental meetings
• Complete all bill review documentation and partner with the assigned Area Event Service Manager to ensure that billing is accurate and is received by accounting with the allotted time by AJS Hotel Policy.

Job description

The Galt House Hotel in Louisville, KY is seeking a dedicated Group Reservations contact to manage group bookings, rooming lists, and billing. You will coordinate with the Area Event Service in arranging group reservations and ensure timely entry of group blocks in the PMS system, while maintaining complete group files from contracts to resumes.

Responsibilities include verifying VIP statuses, ETA, billing details, and room types, maintaining group lists and cutoff dates, and processing rooming