What are the responsibilities and job description for the Group Rooms Coordinator position at Westin Dallas Fort Worth Airport?
Overview
Opportunity: Group Rooms Coordinator
Serve as liaison between the client, operational departments, and hotel partners. Provide a seamless client experience from signature of contract through close of program at designated HHM Hotels.
Potential Career Path
Sales Coordinator - Sales Manager – Director of Sales
Essential Job Functions
- Manage and oversee group planning, on-site co-ordination, and follow-up for all group programs at assigned hotels.
- Monitors and coordinates group reservations activity with the Sales Department and Revenue Manager.
- Set up VIP, staff or comp rooms for all groups.
- Open and close opaque.
- Verify and approve all travel agent commissions and process payments.
- Coordinate group blocks for the hotel.
- Control the inventory in the group blocks, i.e., release rooms no longer needed, or washed through attrition.
- Coordinate group rooms for all segments, e.g., corporate, citywide and SMERF. Load the group blocks in the reservation system by individual room/guests, with designated rates and other requested information.
- Maintain regular communication with group leader for required items, e.g., rooming lists, deposits, etc.
- Once received, generate rooming list for clients, front desk and other required departments.
- Communicate special requests from group leader to appropriate department.
- Sit in on weekly hotel revenue calls to update the revenue team on blocks, pick-up, reservation due dates and extensions.
- Compilation of weekly STAR data, and will assist with projects, such as audits, content updates etc.
- Enter group rooming list in PMS systems including group billing instructions, notes/comments, and special requests.
- Act as the main point of contact during the planning process with the client.
- Conducts follow up site inspections with clients as needed that pertain to detailing of the group program.
- Ensures deposits and/or credit applications are received with adequate information and within acceptable time frame.
- Responsible for compilation of all cancellation charges of groups.
- Resolves conflicts quickly and efficiently and provides alternative arrangements as needed.
- Manage commission group reports to provide hotel operation teams on monthly basis.
- Participate in designated training programs.
- Speak knowledgably to clients about hotel, services and amenities.
- Sustains a rapport with customers to encourage repeat business.
- Support day to day activities of their Sales Departments and provides immediate support to the Team.
Position Requirements:
- Previous hotel experience is desirable.
- Group reservations, front desk, or Sales Admin experience.
- Ability to learn and apply Sales/Reservation software such as CI/TY, PMS, MARSHA and Light speed.
- Have excellent written and verbal communication skills.
- Ability to plan, prioritize and multi-task in a fast pace, high volume environment.
- Ability to maintain composure under pressure.
- Highly responsible and reliable.
- Ability to work cohesively with fellow colleagues as part of a team.
- Ability to define problems and collect data, establish facts, and present to manager.
- High School Diploma or equivalent, proficient English skills required.
Work Environment and Context
- Work schedule varies and may include occasionally working on holidays, weekends.
- Required to sit for extended periods, lift up to 10 pounds, bend, reach, use hands and fingers to operate keyboard
What We Believe
People Are Our Capability – Hearts That Serve – Only Excellence – Stay Nimble - Own It
About Us
The Westin Dallas Fort Worth Airport hotel features 506 rooms, 38,000 square feet of meeting space, a fitness facility and multiple food and beverage outlets. The over 306,000 square foot property is adjacent to the Dallas/Fort Worth Airport. Located halfway between the cities of Dallas and Fort Worth, DFW International Airport is the world’s third busiest airport and one of the largest, operating nearly 1,750 flights per day and serving 57 million passengers a year. The hotel’s unparalleled ballroom and event spaces allow guests to host one-of-a-kind receptions and corporate conventions for up to 1,600 attendees. The Westin Dallas Fort Worth Airport hotel is a welcome addition to the HHM family and represents an important gateway hotel for Dallas visitors.
HHM Hotels is proud to be an equal-opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status, or any other group protected by law.
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