Reservations Sales Coordinator - Margaritaville Resort Biloxi

Description

Job Title: Reservations Sales Coordinator
Position Summary:
Reservations Sales Coordinator is responsible for managing group room bookings and overseeing all aspects of group billing for conventions, corporate meetings, and special events. This position ensures that group room requirements are met, financial transactions are processed efficiently, and billing details are accurate and timely. Strong organizational, communication, and administrative skills are required to handle client needs, ensure smooth room assignments, and manage invoicing processes for large groups.

Key Responsibilities:

1. Group Room Management:
   • Coordinate group room reservations and manage the booking process for conventions, corporate meetings, and special events.
   • Ensure that group rooming lists and guest accommodations meet client requirements and expectations.
   • Collaborate with other departments to ensure smooth room assignments, check-in/check-out procedures, and guest satisfaction.
   • Handle special room requests and adjustments to accommodate group needs.
2. Group Billing & Invoicing:
   • Oversee the billing process for group events, ensuring accurate and timely invoicing for room blocks, services, and related charges.
   • Work closely with the accounting department to track payments, process deposits, and resolve any billing discrepancies.
   • Prepare and provide detailed billing summaries and final invoices for clients.
   • Ensure all group contracts and billing terms are adhered to and communicated clearly to clients.
3. Client Communication:
   • Serve as the primary point of contact for group clients regarding room assignments, billing questions, and related inquiries.
   • Provide exceptional service and resolve any client concerns regarding group accommodations and billing in a professional and efficient manner.
4. Administrative Support:
   • Maintain accurate records of group rooming lists, reservations, and billing details.
   • Assist in preparing reports for management regarding group bookings and billing status.
   • Track and ensure all financial transactions related to group bookings are completed in a timely manner.
5. Collaboration with Sales and Events Teams:
   • Work closely with the sales and events teams to ensure accurate group room bookings and effective coordination of group events.
   • Assist in preparing contracts and confirming room rates for group events and meetings.
6. Post-Event Follow-Up:
   • Review post-event billing for accuracy and ensure that any adjustments or discrepancies are resolved promptly.
   • Communicate with clients to gather feedback on their group accommodations and billing experience.

Qualifications

Qualifications:
Education:

• Associate’s degree in Hospitality, Business, or a related field (preferred).
• Relevant certifications in event planning or sales (a plus).

Experience:

• 2-4 years of experience in group reservations, event coordination, or a similar role (preferred).
• Experience handling group room bookings and billing is highly desired.

Skills:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and reservation/billing software.
• Ability to manage client relationships and provide exceptional customer service.
• Attention to detail and accuracy in billing processes.

Physical Requirements:

• Ability to sit for extended periods while performing administrative tasks.
• Ability to lift and carry up to 25 lbs, such as event materials or equipment, when needed.
• Ability to work in a fast-paced environment with competing priorities.

Work Environment:

• The work environment is primarily office-based, with occasional on-site coordination for group events.
• Shifts may include evenings and weekends based on group event schedules.
• Occasional travel for off-site events may be required.

Compensation:

• Competitive wage, commensurate with experience.
• Potential for commission based on successful group bookings and billing targets.

Position Summary:
The Group Rooms and Billing Coordinator plays a vital role in ensuring that group room bookings and billing processes run smoothly for conventions, meetings, and special events. Candidates should possess strong organizational, administrative, and communication skills, as well as a keen attention to detail to manage room assignments and billing for large groups effectively.