GUEST SERVICE REPRESENTATIVE I Flex

Navy Exchange Service Command; Newport (RI); On-site; USD 26,174 - 28,929; Full time

Job summary

The Navy Exchange Service Command is seeking a Guest Service Representative I Flex to greet guests, manage front desk operations, and handle reservations at a Navy Gateway Inn and Suites facility in Newport, RI.

You will respond to guest requests, process payments, and maintain the lobby and safety standards while using the Property Management System to access and modify reservations, issue keys, and coordinate with staff for a smooth guest experience.

Qualifications

• One year of general office clerical experience.
• One year progressively responsible experience related to the position.
• Education substitution: college study above high school level may substitute for experience.

Responsibilities

• Assist guests with reservations, payments, and check-in/check-out.
• Greet guests and maintain outstanding guest relations.
• Operate front desk and maintain lobby appearance and safety standards.
• Use the PMS to access guest information and modify reservations.
• Assign rooms and issue keys, and coordinate with staff for guest needs.
• Handle wake-up calls, guest inquiries, and local information.

Skills

Guest service

Communication skills

Reservations handling

Tools

PMS

POS system

Key log

Job description

Guest Service Representative I Flex (260001QI)

Job Number

260001QI

Primary Location

United States - Rhode Island - Newport

Other Locations

United States - Rhode Island - Newport

Organization

NGIS Newport Pay Range: 19.19

Job Summary

Serves as first point of contact with guests at a Navy Gateway Inn and Suites and or Navy Lodge property and handles all stages of guests stay accommodating special requests as needed and resolving issues that may arise. Responsible for front desk operations lobby appearance guest service related office operations and the safety security and privacy of all guests.

Responsibilities

• Must possess a welcoming manner and positive attitude demonstrate effective communication skills professionally interact with guests answering guest questions concerning lodging facilities amenities and provides information about local attractions.
• Assists guests with all requests in person or via telephone including but not limited to making confirming and or cancelling room reservations collecting payments and presenting lodging receipts check‑in check‑out process authorized patron verification guest room assignments credit card processing etc.
• Greets and welcomes guests upon sight always maintaining outstanding guest relations.
• Communicates with all lodging associates and chain of command concerning operations guest issues or situations that require immediate attention.
• Applies knowledge of standard operating procedures processes and rules governing patron eligibility. Receives requests and processes reservations within established guidelines. When rooms are not available provides a certificate of non‑availability CNA and or alternative lodging options in the area.
• Assists Front Office Manager Supervisor or Assistant General Manager AGM in handling group reservations utilizes commitment agreement for all group per brand standards.
• Reconciles shift transactions of all accounts and outlets of the property ensuring complete balancing while maintaining guest service at all times.
• Interacts with guests and receives and resolves guests complaints including but not limited to adjusting room fees adjusting check‑in check‑out times consistent with program policy and refers unusual issues to immediate supervisor for assistance and or resolution.
• Registers and assigns rooms to guests issuing room keys or cards transmits and receives messages and keeps records of occupied rooms and guest accounts makes and confirms reservations presenting statements and collecting payments as necessary.
• Operates a multi‑line telephone system records and delivers messages as required and answering inquiries pertaining to services base facilities area attractions and travel directions.
• Responsible for inventory of all keys and other supplies and or amenities maintained at the front desk. Keeps the front desk and lobby area clean and safe.
• Responsible for assigned master key. Properly logs in and out using key log for record. Must report lost key to supervisor immediately for security reasons.
• Assists the Front Office Manager Supervisor or AGM to train and instruct personnel assigned to the Front Desk.
• Utilizes the Property Management System PMS to access guest information retrieve reservation information and change or cancel reservations as requested by the guests. Verifies registration information secures a credit card for incidental expenses and authorizes credit card for room charges.
• Assists the Front Office Manager Supervisor or AGM in ensuring that the Lost and Found is utilized in Property Management System and disposal processes are adhered to according to brand standards.
• Logs trouble calls in the PMS and ensures the appropriate department is notified. Relocates guests to a different room when required.
• Operates POS to record sales from convenience store if applicable. May assist in maintaining adequate supply levels.
• Ensures all wake up calls are handled promptly and properly.
• Types any miscellaneous memos correspondence required in the course of performing assigned duties.
• Exchanges and maintains rotating change fund and daily log of moneys received and deposited. Securely maintains all records and access to guest safety deposit boxes if applicable.
• May be required to generate and print various reports from the PMS such as Expected Arrivals Departure List In‑House Guest List and Night Audit reports as well as other daily monthly or annual occupancy reports. Verifies accuracy of charges and makes appropriate changes if errors occur.
• Completes all computer generated reports as assigned and notates any account discrepancies for action by management.
• Prepares Close Bank Report and receipts at the end of each shift in accordance with established procedures.
• May be responsible for the set‑up and breakdown clean‑up of the complimentary self‑service breakfast bar. Assist with preparing heating displaying and replenishing breakfast items available to guests during breakfast hours. Ensures surrounding area is returned to its original state and free of all left‑over food by the end of designated breakfast hour. Required to obtain proper food handling certifications as applicable.
• May be required to assist in laundry facility and issue deliver supplies to guests.
• May be required to possess a valid state driver s license to travel to other lodging facilities as needed within the normal scope of duties.
• Will be required to work all shifts including weekends and holidays as scheduled.
• May be called upon to maintain operations during inclement weather and other emergencies for short period of time during the absence of supervisor GM or AGM.
• May be required to obtain NEXCOM Hospitality Group NHG front desk certification within 6 months of employment as well as any other requirements.
• Performs other duties as assigned.

Qualifications

• General experience: One year of general office clerical experience that demonstrated the ability to perform clerical duties satisfactorily.
• Specialized experience: One year progressively responsible experience related to the position to be filled.
• Substitution of education for experience: Study completed in a college university or junior college above the high school level may be substituted on the basis of one‑half academic year of study for 6 months of experience.