The Hotel

Step inside a legendary revival at The Watergate Hotel, a luxurious urban resort located along the banks of the Potomac River. Here modern design blends with a storied past to redefine luxury. A place where travel and business are occasions worth celebrating, attention to every detail is the standard, and intrigue can be found just beyond every curve.

 Location

The Watergate Hotel is centrally located in Washington, D.C., a city of political power, prestige, and elegance is culturally rich with theaters, museums, architectural splendors and unforgettable national memorials. The Watergate Hotel is situated within walking distance of the best the city has to offer.

 Strategic Intent

Provide meeting planners and events managers one reservations point of contact. Handle all reservations aspects of a group.  Handle room block monitoring, rooming lists, reporting pick up, VIP and upgraded accommodations, client correspondence relating to reservations and other group reservation functions as well as work as a Reservations Sales Agent.  Additionally, assist Business Travel Sales Managers with all aspects of reservations requirements. 

Organizational Structure

The Group Rooms Coordinator will report to the Reservations Manager.  

General Duties and Responsibilities

• Answer all incoming calls in a friendly and efficient manner.  Provide guests with the requested information concerning the city and the hotel and its services.  Obtain the necessary information from the guests, enter it into the PMS and generate PMS reports.  
• Process all incoming reservations received via rooming lists, mailed or in-house correspondence, housing bureau forms or facsimiles.  Mail confirmation and literature requests or reply via facsimile and administrative message when requested.  
• Monitor accuracy of group blocks including cut off date, pick up, suite blocks, rates etc.
• Set up a file trace system for each group with regular documented conversations with clients, events managers and reservations manager.
• Review rooming lists for accuracy in format and billing and ensure prompt processing.
• Identify, block and process staff and VIP lists with each group and transient account.
• Ensure appropriate information is available for individual call-in groups and transient accounts.
• Monitor Housing Bureau pick up and communicate with management.
• Block special request reservations and suites. 
• Maintain a clean and well-organized work station.
• File daily reservations and other correspondence.
• Answer questions concerning reservations for employees of other departments including but not limited to Sales, Events Management, Executive Office, and Guest Relations.

Other:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position.  Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel.  In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with The Watergate Hotel rules and regulations for the safe and effective operation of the hotel facilities.  Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

Specific Job Knowledge, Skills and Abilities

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities.

• Must possess strong computer proficiency to include MS Office, Word, Excel, PowerPoint, Opera, Micros, Booker, HotSOS, etc.
• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.   
• Requires good communication skills, both verbal and written. 
• Ability to be persuasive with telephone sales skills. 
• Must possess basic computational ability.   

• Must possess basic computer skills.
• General knowledge of city and its attractions.

• Most work tasks are performed indoors.  Temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to 8 hours per day.  Walking and standing are occasionally required.  
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Must be able to spend extended lengths of time viewing a computer screen.
• Requires manual dexterity to use and operate all necessary equipment. 
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.  

 Experience and Requirements

• Prior hotel reservations, sales or front office experience required.  
• High school or equivalent education required.  Bachelor’s Degree preferred.