Centralized Group Rooms Coordinator
US-TX-Dallas
Omni Hotels Management Corporation
Req #: 122613
Type: Corporate Office
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Overview:
The Centralized Group Rooms Coordinator will be responsible for supporting multiple properties. They will assist Revenue Management, Sales, and Convention Services with group communication and OPERA-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.
Location: Omni Hotels & Resorts Corporate Office - Dallas, TX (on-site, not hybrid / remote)
Responsibilities:
General
* Document/notate/file the Cancellations by CXL Date Report (or Omni - Late Cancellation)
* Process No Show and Cancellation charges for Group and Transient
* Check 'zero rates' for discrepancies
* Process batch deposits for group and transient
* Attend to 'communal' inbox emails and complete tasks or requests
* If assigned, group in house, email no shows and manage reinstating
* If assigned, group in house, assist in managing blocking reservations and queue in OPERA
Group
* 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
* Enter in upcoming site visit or sale's VIP requested reservations
* Maintain OPERA parity with FDC by entering recent definite groups
* Input 'package blocking' for call-in/GWP groups on HUB2
* Create group landing pages for call-in groups
* Make changes for groups made by contact or sales manager
* Format and upload group rooming lists
* If required, set up and split 'share-with' reservations
* Manage subblock list/tracking for the sales team
* Review groups cutting off in the next several days, send out reminders
* Audit 'out of block' reservations for groups clients, upon request/contract
* Calculate group rebate, commissions, and advance commissions.
* Save departing group's progressive history and any notes helpful for repeat groups ('Post-Con' report)
* Audit suites for oversells. Inform Sales, Catering, or CS for correction
Weekly Duties
* Complete details on group resumes
* Routing/billing
* VIP's local and brand wide
* Payment windows are set up for finance
* Comp applications 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
* Set up amenities based on contract
* Add OPERA specials based on requests
* Add OPERA features based on room preference
* Make changes in OPERA from Groups Approaching Cutoff meeting
* Check and adjust any overbookings due to group in OPERA
* 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
* Update OPERA with recent group addendums
* Ensure sell through and upgrades are available for call-in/GLP groups
Monthly / Ad hoc Duties
* Audit FDC blocks built against ORS blocks
* Audit deposit and cancellation rules between FDC and ORS
* Update operations team on current packages and instructions for said package
Qualifications:
* Minimum two years hospitality experience required
* Prior group experience preferred
* Prior Opera experience preferred
* Proficient in Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook.
* Must be able to analyze data and communicate effectively with peers and superiors
Omni Hotels & Resorts is an equal opportunity employer - vets/disability. The EEO is the Law poster and its supplement are available using the following links: EEOC is the Law Poster and the following link is the OFCCP's Pay Transparency Nondiscrimination policy statement
If you are interested in applying for employment with Omni Hotels & Resorts and need special assistance to apply for a posted position, please send an email to applicationassistance@omnihotels.com.
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