PBX Agent - BBR

Balboa Bay Resort & Club; Newport Beach (CA); On-site; USD 26,000 - 38,000; Full time

Job summary

Balboa Bay Resort in Newport Beach, CA seeks an Entry level Front Desk/Guest Services associate. You will handle incoming and outgoing calls, assist with hotel services, room availability, and amenities, and support guest arrivals and departures.

Responsibilities include directing calls, relaying messages, processing guest requests, and ensuring timely mail and package delivery, while maintaining safety and brand standards across shifts.

Qualifications

• Guest service or customer service experience desired.
• Ability to use the phone, computer and face-to-face interactions.
• Strong communication and interpersonal skills, with a focus on guest satisfaction.
• Basic math skills (addition, subtraction, multiplication, division).
• Ability to learn and use telephone and computer systems; Word and Excel proficiency.
• English: speak, read, write and understand.
• Willingness to work varying schedules including holidays and weekends.

Responsibilities

• Answers the switchboard and transfers calls to the appropriate office, department or guest room.
• Transmits and receives messages using the appropriate equipment.
• Answers inquiries pertaining to hotel services, registration, and amenities.
• Ensures guests receive mail, faxes, packages and messages promptly.
• Resolves guest complaints within scope of authority or reports to management.

Skills

Guest service

Phone etiquette

Communication skills

Interpersonal skills

Computer literacy

Word

Excel

English proficiency

Discretion

Tools

Opera PMS

Hotsos

Job description

Job Details: Level: Entry, Job Location: Balboa Bay Resort - Newport Beach, CA, Position Type: Full Time, Salary Range: $23.20 - $23.20Hourly, Travel Percentage: None, Job Shift: Any, Job Category: Hospitality - Hotel, Position Summary: Handles incoming and outgoing internal and external phone calls. Answers basic inquiries pertaining to hotel services, room availability, and amenities. Assists with front desk/guest services as requested.

Duties & Responsibilities

• Answers the switchboard and transfers calls to the appropriate office, department or guest room.
• Transmits and receives messages using the appropriate equipment.
• Answers inquiries pertaining to hotel services, registration of guests and shopping, dining, entertainment and travel directions. Responds to lost and found inquiries.
• Ensures customers and team members receive mail, faxes, packages and messages in a timely manner.
• Resolves guest complaints within scope of authority; otherwise refers the matter to management. Notifies supervisor and/or Security of all unusual events, circumstances, missing items, or alleged theft.
• Notifies management of any problems resulting from guest complaints, intoxication or disruptive behavior.
• Follows all safety policies and procedures. Reports potential safety issues to manager whenever observed and takes immediate action to resolve in emergency situations. OSHA laws require the use of Personal Protective Equipment (PPE) when performing work duties that have the potential of risk to your health or safety. Team members will be trained in the proper use and care of assigned PPE if applicable. The hotel provides the required PPE. Team member has responsibility to report defective, damaged or lost PPE or equipment that does not fit properly to their Manager.
• Maintains strict compliance with hotel's Hazardous Material (HAZMAT) program and familiarizes self with current MSDS.
• Reporting to work as scheduled (on time and on regular basis) is an essential function of the job.

Other Responsibilities/Supportive Functions

• May make restaurant transportation or entertainment reservations for guests.
• Assists with making room reservations if directed if a reservations agent is not available.
• Receives work requests and guest requests by phone or email and forwards or reports/inputs the request according to department procedures. Uses radio to dispatch immediate needs to appropriate department. Reviews open tickets and follows up with staff to ensure work is completed. Closes completed tickets as directed.
• Ensure all requests and service requests are placed into Hotsos. Track and follow up with each item to ensure it is being completed to Forbes Standards. Follow up with appropriate departments when needed and follow up with guests to ensure they are satisfied. Administer service recovery to guests as needed and ensure the guests are satisfied.
• Go above and beyond for guests to help them celebrate special events and occasions.
• Use appropriate Forbes and management approved verbiage for every call abiding by the "golden Six" and Forbes standards.
• Manage the Trustyou website and mobile app website guest communications and ensure all guest chats are responded to immediately.
• Take event reservations when a reservations agent is not available.
• Input and manage wake up calls and ensure all guests are reached out to for their wake up calls.
• Follow up with prior emailed pass-ons and all email communication. Then ensure you send a daily pass-on of all necessary information
• Ensure that all guests are reached out to and informed of any packages or mail received.
• Merge guest profiles in Opera.
• Notifies management of unsafe conditions, needed maintenance of any equipment and any accidents.
• Complete any other assigned duties by management.

Qualifications

• Guest service or customer service experience desired.
• Requires ability to serve needs of guest through use of the phone, computer and face-to-face interactions. Contacts sometimes contain confidential/sensitive information so requires ability to use discretion. Must demonstrate positive attitude and professional demeanor. Requires strong communication and interpersonal skills and commitment to a high level of guest satisfaction.
• Requires ability to perform basic math skills such as addition, subtraction, multiplication and division.
• Requires ability to learn and use telephone and computer systems used at the hotel. Working knowledge and skills of computer operation (including proficiency in Word and Excel) required.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Must be able to speak, read, write and understand English to understand instructions, safety rules, and communicate with guests.
• Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the hotel.Work schedules will include working on holidays, weekends and alternate shifts.
• Completes all required training as scheduled.
• Must maintain a clean appearance and professional demeanor.