Reservations Coordinator

CoralTree Hospitality Group; Orlando, Northern (FL, KY); Hybrid; USD 38,000 - 46,000; Full time

Job summary

CoralTree Hospitality Group is seeking a Reservations Assistant to support the Reservations Department and coordinate group demands for the USTA program. You will audit group entries, enter rooming lists, and lead group pickup meetings while maintaining accurate communication with sales and operations.

The role requires attention to detail, strong communication, and the ability to handle multiple tasks in a fast-paced environment.

Qualifications

• Positive attitude and good communication skills.
• Multi-tasking at a fast pace while ensuring accuracy and efficiency.
• Computer skills: Excel, Microsoft Office intermediate level.
• Fosse experience or familiarity.
• Marriott experience preferred.

Responsibilities

• Assist with all matters related to the Reservations Department and USTA group demands.
• Audit group entries and compare them to contracts.
• Enter rooming lists and manage reservations.
• Lead weekly group pickup meetings and monitor cut-off dates.
• Respond to telephone and email enquiries promptly and professionally.
• Provide weekly reports on group pickup, occupancy, and revenue.
• Coordinate with Sales, Revenue Management, and Front Office to ensure systems stay in sync.

Skills

Positive attitude

Multi-tasking

Tools

Excel

Microsoft Office

Fosse

Job description

Overview

This position is responsible for assisting with all matters related to the Reservations Department, including assisting with the group demands for the USTA program.

About CoralTree Hospitality

Our team members are the true soul of our company. We think differently. About travel, but also about the ways in which we deliver on our promise to engage, delight, awaken and challenge our team members as well as our guests. We are deeply committed to the foundation of core values that mold our interactions with everyone we encounter – our guests, our clients, our team, and our communities. We create engaging, impactful environments that connect people and places, awaken the spirit, and allow team members with talent, integrity, and heart to thrive. We believe our team members are the true soul of our company. We invite you to join us on this journey.

Responsibilities

Essential Functions:

Works with the Area Director of Revenue Strategy (ADORS) to pick up and track the daily activity of any definite groups. Supply information on all groups booked by the sales department to the reservations department. Reviews all contracts to ensure the accuracy of rates, room inventory and dates. Attends group pre-con meetings. Leads weekly group pickup meetings.

Duties and Responsibilities:

• Audit all group entries in the system, to ensure it match our group contracts
• Receive and enters all rooming lists
• Lead all weekly group pick up meetings
• Monitors cut-off dates, group pick-up, and provide weekly information to revenue & sales team.
• Monitor attrition collection and no-show/cancellation revenue for all groups, monthly report required
• Oversee addendum to contracts
• Work with group clients to ensure they receive pick-up reports, rooming list, etc
• Manage telephone and email enquiries in a prompt and professional manner and in accordance with company standards ensuring accuracy and attention to detail at all times
• Understand seasonal and historical trends and works within them to ensure maximum occupancy and average room rates. Works close with Director of revenue strategy to ensure proper optimization of our rates and inventory
• Monitor and manage crew rooming lists/reservation needs as required/needed
• Monitor customer satisfaction regularly and resolve any outstanding issues to ensure future business
• Respond to client’s correspondence for reservation requests by explaining service and amenities to sell group guest rooms. Process all reservations, changes and cancellations and provide confirmations.
• Effectively gather all necessary information from guests, clients and confirm reservations.
• Perform group bookings including building blocks, managing group inventory, auditing group blocks before/during and after departure.
• Work with client’s housing team to produce group pick-up reports, ensure proper charge routing of reservations, VIP’s, special requests and perform group audits.
• Act as a resource for both the hotel and the client for information.
• Participate in weekly meetings with sales, front office, and revenue management departments, as needed
• Create various reports supporting both sales & revenue management teams, as needed.
• Liaison with Sales and Reservations and Front Office to ensure that all systems are in sync, guest & group information & changes are relayed timely to ensure successful outcomes of guest experience, billing and revenue management. Provide back-up to front desk and accounting as needed.
• Maintain accurate files and systems.
• Maintain and communicate knowledge of all room rates, packages and promotions.
• Answer questions about property facilities/services and room accommodations.
• Have knowledge of all hotel facilities/services, hour of operations, all guest room layouts, bed types, décor, room types and restricted dates.
• Troubleshoot, resolve and document guest issues and concerns or elevate/ refer to appropriate individual.
• Maintain, monitor and/or balance room availability for any given day as needed
• Follow all company policies and procedures
• Perform other duties as assigned by the Reservations Manager/Director of Revenue.

Qualifications

• Positive attitude and good communication skills
• Multi-tasking at a fast pace while ensuring accuracy and efficiency.
• Computer skills: Excel, Microsoft office intermediate level.
• Fosse
• Marriott Experience preferred.

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