Reservations Coordinator

Reservations Specialist

As a Reservations Specialist you’ll serve as a knowledgeable and welcoming point of contact for guests, providing personalized recommendations, arranging reservations, and assisting with special requests. Your goal is to enhance the guest experience through exceptional service, attention to detail, and local expertise. This role is perfect for someone who is personable, resourceful, and passionate about hospitality.

Process all reservation requests, changes, and cancellations received by phone, fax, or mail. Identify guest reservation needs, determine appropriate room type, and verify availability of room type and rate. Explain guarantee, special rate, and cancellation policies to callers. Accommodate and document special requests. Answer questions about property facilities/services and room accommodations. Follow sales techniques to maximize revenue. Communicate information regarding designated VIP reservations. Input and access data in reservation system. Respond to any challenges found for accommodating rooming requests by communicating with appropriate individual or department. Oversee accuracy of room blocks and reservations. Input group rooming lists using reservation systems, revise room blocks to maintain the required number of available rooms, and keep organized files of all groups. Set-up proper billing accounts according to Accounting policies.

ESSENTIAL FUNCTIONS:(include the following. Other duties may be assigned.)

• Oversee accuracy of group room blocks and reservations.

• Respond to any challenges found for accommodating rooming requests by communicating with guest or group contact, Sales Department, or Front Desk.

• Input group rooming lists using reservation systems (e.g., MARSHA, Fidelio, OPERA).

• Keep organized files of all groups for easy and accurate reference for an event.

• Revise room blocks in the reservation system (e.g., MARSHA, Fidelio, OPERA) to maintain the required number of available rooms after rooming lists are entered.

• Set-up proper billing accounts (i.e., share-with, room/tax/incidentals, tax exempt, direct/special billing, group bookings) according to Accounting policies.

• Accommodate and document special requests in an accurate and efficient manner.

• Verify all reservation information with callers to ensure accuracy.

• Assign confirmation/cancellation numbers and clearly relay this information to callers, giving them the option of emailing and/or faxing these numbers.

• Explain guarantee and cancellation policies to callers.

• Answer guest questions about property facilities/services (e.g., hours of operation, room availability, restricted dates, rates and room types, packages, promotions, entertainment, restaurants, special events).

• Describe room accommodations and benefit feature sale amenities to guests.

• Communicate information regarding designated VIP reservations, including VIP name, company, and title to upper level management.

• Determine the most appropriate room type to meet guest requirements and maximize room rate. \

• Identify repeat guests using appropriate codes.

• Use sales techniques when assisting guests in making reservations, including personalizing calls, obtaining complete guest needs, suggesting alternate dates or directing guests to sister properties on sold out days.

• Identify guest reservation needs by asking open-ended questions to obtain all necessary information, including enrollment in Marriott Rewards program.

• Process all reservation requests, changes, and cancellations received by phone, fax, or mail.

• Verify availability of room type, rate, and occupancy before confirming any reservations.

• Input and access data in reservation system by entering correct information into proper fields, including Marriott Rewards number, and asking for travel agency IATA and FIT numbers (i.e., flags, comments, guest messages).

• Inform guests of rules and regulations regarding qualifying rates (e.g., government and special corporate rates and discounts).

• Indicate special room reservation types (e.g., complimentary rooms, employee discounts, travel agent inspection rates, and wholesale reservations) by inputting the correct code and rate into the reservation system.

• Each associate is expected to carry out, within their capabilities, all reasonable requests by management.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

• Ability to write routine reports and correspondence.

• Ability to speak effectively before groups of customers or employees of organization. 

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

• Ability to apply concepts of basic algebra and geometry.

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Education & Experience

Hotel experience is always a plus! Applicants should have

• A combination of education and experience

What You’ll Need to Succeed

• Eligible to work in the United States
• Ability to read, write, and communicate effectively in English
• Ability to sit, stand, bend, kneel, and lift as required—with or without reasonable accommodations
• Availability to work a flexible schedule, including evenings, weekends, and holidays if needed
• A warm, professional demeanor that reflects HVMG’s Culture of Excellence
  
  

This position may require a varied schedule, including evenings, nights, weekends, and holidays.  Please share your scheduling needs.

Why Our Associates Love HVMG

• Career growth opportunities across our nationwide portfolio
• Flexible scheduling 
• Access up to 40% of your earned wages before payday with PayActive
  
• Paid Time Off (PTO) and Paid Holidays
• Full healthcare benefits: medical, dental, and vision
• 401(k) with guaranteed 4% match and no vesting period
• Exclusive hotel and food & beverage discounts

About HVMG

Our Be Excellent culture is more than just words on a website -- we live and breathe it. As one associate said in an anonymous survey, "This is the best management company I've ever worked for. They walk the talk from the corporate office to the field."

We believe that the hotel business is one of the few industries in which successful career paths can start anywhere on the org chart. You control your destiny, and, if our executives are any indication, today's dishwasher can be tomorrow's Senior Vice President.

The above job description is not an exhaustive list of all the duties and responsibilities of the position, nor should it be construed as a contract.

HVMG  is an equal opportunity employer. We will not discriminate against employees or applicants for employment on any basis prohibited by federal, state, or local laws. This policy governs all aspects of employment, including selection, job assignment, compensation, promotion, discipline, termination, and access to benefits and training.