Hospitality, Hotels & Resorts

Coordinator Group Reservations

Chicago, ILOnsiteFull TimeEntry-level (exp-based)Posted 7 days agoVisa sponsorship available

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Required skills

Opera
Delphi
Passkey
GRI
rooming list
billing
forecast report
cutoff reports
pre-con meetings
Microsoft Office

Role summary

The Coordinator Group Reservations role is responsible for managing group bookings from the initial contract stage through to guest check-out. This involves accurately entering and updating reservation details, rooming lists, and billing information in the Opera system. The position requires close collaboration with Sales, Catering, Front Office, and other departments to ensure smooth group operations, handle guest inquiries, and provide necessary reports for forecasting and operational planning. A Bachelor's degree in hospitality management and 1-2 years of experience in a 4-star hotel are preferred, along with proficiency in reservation systems and Microsoft Office.

Job Overview:

Monitors groups from definite block to check-ins, enters rooming list and changes. Works closely with group contact and Sales / Convention Service Managers

Relationships:

Reports directly to Reservation’s manager
Works with Reservations colleagues, Front Office, PBX, Sales, guests/visitors, Corporate Reservations Center, Travel and Tour Company representatives, and other hotels

Duties and Responsibilities:

Receives GRI and contracts for current and future groups from the Sales and catering departments, inputs the information in the Reservations-Opera system and creates a file for each group
Monitors reservations and pick-up for individual Call-In groups, inputs rooming lists and deposits for convention groups and inputs rooming lists supplied by group
Receives faxes, phone calls and emails for reservation changes, requests, confirmations, billing information, VIPS, etc. which require prompt response
Responsible for monitoring changes, additions and cancellations for every group and printing & faxing updated rooming lists and pickups for groups contacts, usually on a weekly basis or upon request
Responsible for coordinating and routing proper billing within each group, especially for guest speakers, VIPs and staff members
Responsible for printing reports for every group before, during and after the date of arrival and following up on the group inquires after their departures
Responsible for supplying all necessary group information on a weekly basis for the forecast report and printing cutoff reports for groups in the near future
Attends pre-con meetings for all high-profile groups as per request
Acts as a liaison between Reservations, Sales/Catering, Front Office, and conference Services, Accounting, etc.
Aids in training
At IHG we are committed to providing our employees with a safe, secure and healthy workplace. It is your responsibility to comply with all workplace health and safety requirements, including any department specific training regarding equipment and procedures
Perform other duties, tasks and special projects as assigned

Qualifications:

Bachelor’s degree in hospitality management or related field
1-2 year previous experience in a 4-star hotel
Follow verbal and written instructions, ability to communicate with supervisors and co-workers
Delphi. Passkey and Opera experience a plus

Skills & Abilities:

Strong interpersonal and problem solving abilities
Proficient use of Microsoft Office (Word, Excel PowerPoint) and other computer programs.
Ability to perform job functions with attention to detail, speed and accuracy
Ability to prioritize and organize delegated work and follow through
Ability to be a clear thinker remains calm and resolves problems using sound judgment.
Ability to work under pressure, meet guest / co-workers needs and be courteous at all times
Ability to comprehend instructions
Ability to work cohesively with co-workers as part of a team

Physical Abilities Lift/Carry

Stand O (Occasionally) 10 lbs or less O (Occasionally)

Walk O (Occasionally) 11-20 lbs O (Occasionally)

Sit F (Frequently) 21-50 lbs N (Not Applicable)

Handling / Fingering F (Frequently) 51-100 lbs N (Not Applicable)

Reach Outward O (Occasionally) Over 100 lbs N (Not Applicable)

Reach Above Shoulder O (Occasionally) Push/Pull

Climb N (Not Applicable) 12 lbs or less O (Occasionally)

Crawl N (Not Applicable) 13-25 lbs N (Not Applicable)

Squat or Kneel N (Not Applicable) 26-40 lbs N (Not Applicable)

Bend N (Not Applicable) 41-100 lbs N (Not Applicable)

N (Not Applicable): Activity is not applicable to this occupation.

O (Occasionally): Occupation requires this activity up to 33% of the time (0-2.5+hrs/day)

F (Frequently): Occupation requires this activity from 33%-66% of the time (2.5-5.5+hrs/day)

C (Constantly): Occupation requires this activity more than 66% of the time (5.5+hrs/day)

OTHER PHYSICAL REQUIREMENTS

Vision (Near, Distance)

Sense of Sound (Communication with guests & co-workers)