Group Housing & Sales Coordinator

Job Description Summary

To ensure through constant interaction with Sales Department, Convention Service Managers and Group Contacts that all group bookings are handled and processed efficiently to meet the needs and exceed the expectations of group meeting attendees. This will include ownership pf group blocks, audit/pick-up reports, VIP arrangements, processing changes, owning the Passkey system, and cancels to group blocks, coordinating billing instructions and communicating pertinent information to both the Operations Team and external customers.

In addition, this position will assist the Business Travel segment sales Directors with managing VIP clients, reporting, site inspections, client interaction, Opera systems knowledge is a bonus, and necessary special projects to drive revenue for the hotels.

Job Description

Principle duties and responsibilities (Essential Functions) include: 

• Courteously handle incoming calls using good listening and communication skills.
• Answer incoming calls to Make / Change / Cancel /reservations for groups and business transient accounts.
• Ensure routing for all groups is set up and accurate.
• Assist the Convention Services Managers with group room blocks.
• Build group room blocks & folios and meeting only folios.
• Create booking links for groups.
• Manage cutoffs and room block audits.
• Able to perform job functions with attention to detail, speed, and accuracy.
• Able to prioritize and organize work. Run reports as needed for sales team.
• Understand the selling strategy for the hotel by knowing the status of room inventory and follow it closely to ensure that reservations are accepted for the correct rates and dates.
• Enter accurately into the computer system all reservations.
• Attend pre-convention meetings.
• Process rooming lists accurately. Process all changes and cancellations for group reservations. Prepare group guest lists prior to arrival. Ensure billing is setup properly.
• Control and block rooms as well as pre-blocks for special groups.
• Ensure that all reservations transferred to PMS or front office system are accurate.
• Possess knowledge of the hotel layout, facilities, and special services offered.
• Communicate with staff, clients and guests with dignity and respect.
• Handle turnovers of groups by utilizing turnover checklist.
• Process and handles group reservations, group rooming lists and single reservation requests by inputting data into the reservations system.
• Possess knowledge of the procedures for entering, blocking, forecasting, filing, and canceling group bookings.
• Enter and code reservations in order to process all reservation transmissions, changes, and cancellations.
• Monitor and analyze rooms inventory to maximize occupancy and increase average rate. This includes monitoring of group blocks, determining cut off dates and rate restrictions.
• Apply advance deposits for future reservations that require an advance deposit.
• Maintain and organize files, work areas, and office equipment.
• Maintain a trace system and utilize all office automation procedures and capabilities.
• Build solid relationship with your colleagues.
• Maintain a professional business appearance, attitude, and performance.
• Treat colleagues with respect and dignity
• Other duties and responsibilities may be assigned. The employee is expected to work in other areas of the hotel when needed to assist operations to perform job duties not necessarily contained in this job description.
• You will consistently deliver our GUEST model:
  • Greet or welcome everyone, warmly with a smile.
  • Use eye and ear contact and guest’s name.
  • Establish/anticipate needs.
  • Solve and own all requests/complaints.
  • Thank everyone.

Skills and Qualifications:

• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to work under pressure and meet deadlines.
• Attention to detail and accuracy.
• Experience with reservation systems is preferred.
• Some previous experience in hotel reservations, group bookings, or a similar administrative role is required. 

Additional Job Information/Anticipated

Pay Range

Pay range is $25.00 to $27.00.

The base pay offered may vary based on various factors, including but not limited to job-related knowledge, skills, and specific/overall experience.

Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

• Medical, Dental and Vision Insurance

• Health Savings Account with Company Match

• 401(k) Retirement Plan with Company Match

• Paid Vacation and Sick Days

• Sonesta Hotel Discounts

• Educational Assistance

• Paid Parental Leave

• Company Paid Life Insurance

• Company Paid Short Term and Long-Term Disability Insurance

• Various Employee Perks and Discounts

• Hospital Indemnity

• Critical Illness Insurance

• Accident Insurance

Go Beyond @SonestaHotels

WHO WE ARE

We are an organization made up of people, thoughts and ideas – all working towards fulfilling our simple mission: To wow every guest, team member, partner & community we operate in by delivering quality, value & amazing hospitality.

We will achieve our mission by being passionate about exceeding expectations - by being persistent, resilient, and constantly seeking new and creative ways to succeed. Doing the Right Thing and Going Beyond are our principles that guide everything we do.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.

Sonesta is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Upon submitting your application, please ensure you complete a full application in addition to attaching a resume. Incomplete applications received will not be considered.