Commercial Services Coordinator

Organization- Hyatt Grand Central New York

Summary

The Commercial Services Coordinator is responsible for providing administrative support to the Group Services Manager, Sales Team, and Revenue Team. This position plays a critical role in ensuring smooth operations by coordinating group bookings, monitoring and analyzing sales and revenue reports, and assisting with overall communication and project management. The ideal candidate will have a strong attention to detail, excellent communication skills, and the ability to work collaboratively with various departments. The salary range for this position is $58,500- $65,000.

Sales & Group Service Responsibilities:

• Send introductory emails to clients, providing initial information and outlining key steps in the booking process.
• Send reminder emails to clients ahead of critical deadlines such as group cut-offs, payment deadlines, etc.
• Manage and regularly update the group rooming list and “group room calculator” to ensure accuracy and clear communication.
• Draft, review, and finalize group resumes to ensure they meet client specifications and hotel requirements.
• Process reservation changes as requested by clients, ensuring the updates are reflected in the system.
• Verify the deposit/payment status for each group reservation to ensure timely payments.
• Create estimates as needed, ensuring clients are accurately informed of potential costs.
• Create and manage the PM# (Posting Master) after a booking is confirmed as definite.
• Set up and share web links for group bookings, ensuring easy access for clients to book their rooms.
• Send WOH Points email to clients, providing information about loyalty points and benefits.
• Manage Group Block in Opera (property management system) to ensure availability and accuracy.
• Attend daily sales meetings to stay aligned with team objectives and updates.
• Attend weekly OPS (Operations) meetings to provide updates and receive relevant information for client bookings.
• Perform electronic filing by creating and maintaining group folders and records for easy reference and organization.
• Assist in sales coordinator duties such as sending group turnover emails, handling incoming phone calls, and managing the sales team’s shared inbox.
• Coordinate site visits for clients, ensuring all logistics are arranged and communicated.
• Contribute to various projects as required, collaborating with different departments as needed.
• Other duties and responsibilities may be assigned
  
  

Revenue Responsibilities:

• Generate and analyze the Daily Pickup Report, providing insight into room booking trends.
• Prepare the Daily Detail Report, summarizing reservations and cancellations.
• Update the Mix of Sales (MOS) Report to monitor and adjust sales strategies as necessary.
• Support the BTSM (Business Travel Sales Manager) with rate loading and adjustments of new/existing rates codes as needed.
• Monitor OTA (Online Travel Agency) parity and address any discrepancies regarding Best Rate Guarantee (BRG) using OTA Insights and shops.
  
  

Qualifications

Required Skills and Qualifications:

• Strong administrative skills with the ability to manage multiple tasks simultaneously.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with Opera Property Management System (PMS) or similar is a plus.
• Excellent written and verbal communication skills.
• Detail-oriented with strong organizational skills.
• Ability to work independently and collaborate effectively with various teams.
• Strong problem-solving skills and ability to address discrepancies promptly.
• Ability to handle confidential information with discretion.
  
  

Preferred Qualifications:

• Previous experience in a hotel or group services environment.
• Familiarity with OTA platforms and revenue management systems.
• Experience in generating and analyzing sales and revenue reports.
  
  

Working Conditions:

• Full-time position.
• Occasional evening or weekend work may be required based on client needs or deadlines.