Group Rooms Coordinator
US-TX-Dallas
Omni Hotels Management Corporation
Req #: 129656
Type: Corporate Office
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Overview: 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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