Coordinator Group Reservations

Assist with on-site meetings as needed.  Maintain group blocks, rooming lists and reservations in system. including meeting with group coordinators for events on post, meeting with the lodging cell, becoming involved with Garrison and CAC command events, becoming involved with the CGSC foundation, attending MWR events and other events, meetings and briefings as necessary. This is a very high-level community activity position with high visibility within the post.

• Prepare for each group’s arrival, prepare group history, billing information, deposits, filing, VIP information, correspondence, etc.; interact with booking contacts as needed.  Correctly record group rooms and revenue in the property management system.
• Process all group reservation requests, changes and cancellations received by phone, fax, e-mail, mail, internally and through travel planners/corporations.  Enter and/or modify group block in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.
• Maintain accurate filing system for groups and ensure that each group block is traced.
• Create and update group block notes to provide relevant data pertaining to all group reservations, and coordinate with other departments as needed to provide group reservation information and group needs as specified in contract.
• Provide and maintain reports and records of all groups during stay and after departure, and follow up on any group inquiries.
• Stay abreast of current rates, rate changes and all promotions, current facilities, services, hours of operation, etc.
• Cold call sales prospecting with prospective clients within the post
• Attend pre-meeting planning meetings or conferences as needed or requested.
• Respond to guest concerns or complaints.  Communicate any outstanding guest requests or issues to management that may require additional monitoring or follow-up.
• Promote team work and quality service through daily communications and coordination with other departments. 
• Perform other duties as assigned such as running daily reports, e.g. the cancellations, bookings, or arrivals reports.