Group Coordinator

Group Coordinator

JOB DESCRIPTION

DEPARTMENT:                  Sales

REPORTS TO:                    Director of Sales and Marketing

STATUS:                              Non-exempt

JOB SUMMARY

The Group Coordinator will work with the Sales Team in managing group blocks, entering group bookings and rooming lists into the sales and front desk systems.   This position will also assist with guest correspondence, administrative duties as well as interface with guests as they enter the sales office, providing rooming lists and answering questions. They will be the champion of social media assisting the Director of Sales and Marketing in sharing hotel information on social media.   As the Coordinator gains more in-depth knowledge on sales processes, they will be given additional responsibilities to include such things as booking small group blocks, conducting site inspections, developing proposals for groups and events.  Additional leadership training through Hilton online training as well as on the job training will be provided in both selling skills and advanced leadership training.

QUALIFICATION STANDARDS

Education & Experience:

• High School diploma or equivalent required.
• Experience in a hotel or a related field is preferred.
• College coursework in the related field is helpful.

Physical requirements:

• Flexible and long hours are sometimes required.
• Sedentary work -Exerting up to 10 pounds of force occasionally, and/or negligible amounts of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Mental requirements:

• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must routinely meet deadlines.
• Must be effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and guests.
• Must be able to work with and understand financial information and data, and basic arithmetic functions. Must be able to multi-task.

DUTIES & FUNCTIONS

Corporate support role in activities to include but not be limited to:

• Learn all standard operating procedures for roles assigned and execute in these roles with proficiency.
• Participate in daily Sales Meetings, updating the Sales Leadership team on important group information, sales cut-off dates, and other pertinent information.  
• Upon completion of training in a role, your proficiency will be shared with you through routine coaching sessions.  This may result in being elevated to a supervisory role
• Participate as needed to some meetings such as Pre-Convention Meetings, Daily Sales Meeting, Weekly Revenue Management Strategy meeting as well as other important meetings as assigned by the Director of Sales.
• Mastering of Sales and Front computer systems with data entry required.

Essential:

• Approach all encounters with guests and employees in a friendly, service-oriented manner.
• Maintain regular attendance in compliance with AFP Management standards, as required by scheduling which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which include wearing the proper uniform and nametag when working.
• Comply at all times with AFP Management standards and regulations to encourage safe and efficient hotel operations.
• Maintain a warm and friendly demeanor at all times.
• Employees must at all times be attentive friendly, helpful, and courteous to guests, managers, and fellow employees.
• Answer all incoming calls promptly, in an attentive, courteous, and efficient manner.
• Ability to answer guest inquiries about hotel services, facilities, and hours of operation.
• Book room reservations while focusing on maximizing room revenue and average rate using standard rate quoting scenarios at all times.
• Up sell rooms when possible.
• Enter reservations into the computer according to standard operating procedures.
• Communicate and work closely with the Sales Department concerning group bookings.
• Continually update Central Reservations on rates and availability.
• Maintain an availability calendar and communicate all relevant information to the operations staff.
• Maintain accurate files and reports.
• Handle all special reservations, including V.I.P. reservations, packages, and discounts.
• Compile and input all necessary information for the required Rooms Forecast meetings.
• Book and block rooms using hotel standards for Group Rooming Lists and Booking Agreements.
• Attend Rooms Merchandising meetings and give input on trends and opportunities to maximize revenue. Complete forecasts as required by management.
• Monitor daily sales activity and alert Guest Services Manager of sold-out nights. group ceiling status and possible problem situations.
• Post no-show revenue daily.  
• Process travel agent checks.
• Be able to perform all duties of Front Desk Agent and assist at the front desk as needed.

Other:

• Call for occupancy at area hotels. File reservations and group contracts.
• Review Reservations logbook and Guest Request log on a daily basis.
• Send confirmations.

• Process advance deposit balance sheet.
• Process brochure requests.
• Forecast packages according to hotel standards.
• Research travel agent commissions.
• Attend meetings/training as required by management.
• Perform other duties as requested by management.