Group Rooms CoordinatorOmni Houston Hotel • Dallas, TX, US

Group Rooms Coordinator

Omni Houston Hotel • Dallas, TX, US

29 days ago

Job type

Full-time

Job description

Group Rooms Coordinator (Grc)

The Group Rooms Coordinator (GRC) will be responsible for supporting the Omni Severin Hotel. They will assist Revenue Management, Sales and Convention Services with group communication and OPERA Cloud-related data entry and maintenance. This will include daily, weekly, monthly, and ad hoc tasks. Some of these duties will overlap with transient reservations, as well.

Responsibilities

General

Process No Show, Early Departure, and Cancellation charges for Group
Check 'zero rates' for discrepancies
Process batch deposits for Group
Review and complete reservation requests made by Local FIT accounts / CVB / BT
Assist in managing blocking Group / BT reservations in OCC

Group

Communicate directly with clients (phone and email) for group related reservations changes (must have access to a dedicated work phone)

Email and distribute internal reporting as requested by property (i.e., Group no shows / pick up / cancellation reports, etc.)

Email group pickup and rooming list reports for requested groups to Convention Services Managers

Set up group blocks in OCC once turnover packet is compiled and sent to GRC

Maintain cut-off dates, monitor group blocks, monitor group room types, set up billing, and input special requests

Review group blocks for cut-off date extensions and ensure the blocks are set to cover pre and post dates

Run group arrival lists daily for future arrival dates. Check for duplicate reservations, errors, and questions

Monitor room types daily. Assist FD in balancing the house when needed

Enter in upcoming site visit or sale's VIP requested reservations

Request email and MyUpgrade suppression as needed

Create group landing pages for call-in groups

Make changes for groups requested by contact or sales manager

Format and upload group rooming lists

If required, manage 'share' reservations

Audit 'out of block' reservations for groups clients, upon request / contract

Audit suites for oversells. Inform Sales, Catering, or CS for correction

Weekly Duties

Complete details on group resumes after Group Resume Meeting :

Routing / billing

VIP's local and brand wide

Payment windows are set up for finance

Apply earned comps to reservations based on pick up

Wi-Fi set up based on contract

Tax rules adjusted based on contract

Packages

Comments for the front office

Alerts for concessions or contract rules (i.e. early departure fee)

Set up staff or special rates

Ensure upgrades are completed

Add OPERA Cloud preferences based on requests and room preferences

Prior to GAC meeting, review 3rd party housing pickup in all

Make changes in OPERA Cloud after Groups Approaching Cutoff meeting

Check and adjust any overbookings due to group in OPERA Cloud

Attend pre-cons for groups in-house

Attend bill review for groups in-house

Log and track Group Medallia score to identify trends / opportunities for the department

Complete requested housing bureau pick-up forms

Review updates in OPERA Cloud for recent group addendums

Ensure sell through and upgrades are available for call-in / GLP groups

Monthly / Ad hoc Duties

Format and enter the FedEx manifest

Audit FDC blocks built against Opera Cloud blocks

Audit deposit and cancellation rules between FDC and Opera Cloud

Update operations team on current packages and instructions for said package

Send any blackout date emails for local FIT accounts

Provide directional feedback on group block pick-up and slippage

Qualifications

Previous hotel reservations and / or Front Desk experience is preferred

Knowledge of Opera and FDC is ideal

High school diploma or equivalent

Must be proficient in Excel, Outlook and other general computer skills

Must be able to communicate effectively with internal and external guests

Must be able to work Monday- Friday with the occasional weekend

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Group Rooms Coordinator • Dallas, TX, US

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