Group Housing Coordinator

• 
  Maintain thorough knowledge of FSPMS, CI/TY, Marsha and GroupMAX/Passkey
• Accurately input Group Rooms Commitment/Block into Marsha and GroupMAX/Passkey
• Reserve suites, contractual concession rooms, and other special requests as assigned

• CI/TY:

Complete Group Housing CI/TY tasks on daily, weekly and as-needed basis

• Check Activities daily and complete assigned Activities in a timely manner
• Review New Definite groups assigned to delegated Event Manager(s)
• Create Group Master Accounts via CI/TY in the Billing tab
• Enter correct Mini-Hotel Codes under Room Blocks tab as they are built
• Ensure Activities are marked done upon completion

• Marsha
• Build Mini-Hotels utilizing the e-Tools builder found on Marriott Global Source (MGS)
• Ensure Opportunity and Quote numbers are accurately entered
• Ensure IATA number is entered and Commission Indicator box is checked for commissionable groups
• Ensure Group’s Facts page is accurate and fully informative
• For groups with extraordinary or unexpected reservations needs, ensure clear communication with Reservations Center
• Maintain accurate inventory throughout planning process as block evolves (i.e. release rooms at cutoff, add rooms with addendums, updating facts as changes occur, etc.)
• Maintain awareness at all times of group’s inventory levels, making approved adjustments as needed to ensure satisfaction

• FSPMS
• Review PMS for Marsha exceptions reservations with group Market Codes
• Ensure contractual suites are blocked into a room and M4/M5 SRQ code is added
• Ensure all necessary SRQ codes are added to special attention reservations:
• VIP/Feather Free/Accessibility/Rollaways/Cribs/Amenity/etc.
• Ensure Travel Agent (T/A) indicator is turned on for commissionable groups
• Verify accuracy of Master Account routing of charges

• GroupMAX/Passkey
• Build Events in the system utilizing the operational checklist provided
• Accurately enter rooming lists upon receipt from group contact, remit updated list with confirmation numbers.
• Maintain accurate inventory throughout planning process as block evolves (i.e. release rooms at cutoff, add rooms with addendums or as instructed, etc.)
• Update reservations with changes as received
• Send Reservation Link when prompted by Event Manager(s)
• At 45 days prior to event’s arrival, check rooming list for duplicate reservations and send email(s) to guest(s) to ensure reservations are needed

• Outlook: After building a group in CI/TY, GroupMAX, and Marsha, ensure:
• Groups 100 peak (requiring a GI Sheet) have calendar reminders for 90 days out, 60 days out, and 30 days out
• All groups have calendar reminders for the cutoff date

• General Items of Interest:
• Associate will be expected to carry out instructions and fulfill position responsibilities in a timely fashion and with attention to detail

• Pre-Event:
• Ensure that the Event Manager for group is copied on all client correspondence and kept up to date with all changes relating to the event
• Validate and provide information requested from Event Manager(s) for Resume/Cover Sheet, including Special Attention Reservations, VIP’s, Special Billing, Complimentary Rooms, etc.
• Ensure client requested Pickup updates are completed on time and with accurate information
• Advise Event Manager(s) in advance of potential attrition charges

• During Event:
• Keep Event Manager(s) updated with group’s pickup, GNS’s, attrition counts, etc.
• Upon request, meet with group representative to review pickup, GNS’s, etc.

• Post-Event:
• Ensure Post Convention Report has been accurately completed with actualized numbers
• Ensure GI Sheet has been completed accurately with actualized numbers
• Ensure Group File folder on shared drive is organized, the files are named per naming standard, and there are no duplicate documents

• Associate will be expected to attend meetings as assigned

• Daily Rehearsal (Daily):
• Associate will arrive on time to the meeting and prepared with items of interest to report to the group

• Group Housing/Rooms Control Meeting (Weekly):
• Associate will arrive on time and come prepared for meeting, having reviewed resume packet and meeting agenda sent by Group Housing Manager and Front Office Manager

• Pre-Convention Meetings (As Needed):
• Associate will arrive on time to the meeting and prepared with any copies needed for client(s) and Event Manager:
• Pickup/Pace Report
• Current Rooming List
• Contractual Concessions Assignments
• Complimentary rooms count (for 1/per’s)
• Attrition information
• Group’s File folder

COMPETENCIES

• Analysis Skills

• Experience

• Organization/Planning

• Stress Management

• Customer Focus

• Team Player

• Oral Communication

SKILLS

Prefer candidate to have CI/TY, Marsha, PMS, and Group Max experience but not required.

EDUCATION/EXPERIENCE

High School Diploma is required, college degree would be preferred.

WORKING CONDITIONS

Position requires sitting at a desk for 8 hours working mostly on a computer and answering phones.

FULL TIME BENEFIT OVERVIEW

• Medical, Dental, and Vision

• Life Insurance

• Employee Assistance Program (EAP)

• 401(k)

• Vacation and Paid Time Off (PTO)

• Tuition Reimbursement

• Complimentary and Discounted Rooms