Group Rooms Coordinator - Full-time / Part-time

BASIC PURPOSE: Responsible for all room reservations aspects for groups, to monitor and manage group room blocks with the Resort inventory; as well as, ensure group contractual obligations are met and group contacts, Sales Managers, Conference Service Managers, Operational Departments, and Director of Revenue Management are aware of any and all communication regarding group blocks.

ESSENTIAL FUNCTIONS:

1. Process all group turn-overs: making new group file, sending introduction letter to group contact, creating group rate code, verify cut-off date, send cut-off date reminders, and verifying room block and rate information from booking recap, hard block suites or special room requests and clean up old rate codes. (25%)

2. Communicate all group activity -- pickup, attrition and contractual guidelines to Group Contacts, Conference Service Managers and Sales Managers. (15%)

3. Run daily reports: Daily Transaction Report from Delphi, Delphi Booking Recaps, Group Cut-off Report, and Group No Shows; process rooming list within 48 hours of receipt and providing group contact and Conference Service Manager with room block report and rooming list with confirmation numbers (15%)

4. Provide Accounting with each groups' rooming list from Group Contact and pickup and/or attrition (5%)

5. Communicate all group activity to Director of Revenue Management to assist in making yield decisions; maintain Delphi system through weekly entry of group pickup for current month and next two months (5%)

6. Provide reservations and Front Desk Staff with list of Call-In and Form groups, ensuring rate information, advance deposit, and cancellation policy is setup for quoting to guests as well as group confirmation letters; provide Conference Service Manager of any Special Attention, VIP information. i.e. arrival/departure manifest, billing, etc.. (8%)

7. Take in-coming reservation queue calls and non-queue calls, process Internal, WRO, Trust and FIT Reservations. (15%)

8. Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with co-workers and planning committee. (5%)

9. Respond according to the crisis management plan to any resort emergency or safety situation. (2%)

10. Comply with Four Seasons Category One and Two Work Rules and Standards of Conduct as set forth in EmPact. (5%).

NON-ESSENTIAL FUNCTIONS:

1. Periodically assist with front of house operations including greeting and directing guests, manning hospitality desks, and working with Banquets on 'quick sets' or teardowns

2. Assist with all guest inquiries within the sales and marketing department, including assisting with high telephone volume and walk-in site inspections.

3. Participate in scheduled departmental and administrative meetings as requested.

4. Perform other task or projects as assigned by Hotel Management.

KNOWLEDGE AND SKILLS:

Education: High School Diploma

Experience: 1-year previous reservations experience

Knowledge of Operations front/back of house

Previous experience in High Volume Call Center

Skills and Abilities: Must have strong written and verbal communication skills.

Must be able to type 40 wpm

Comprehensive computer and analytical skills

Superior guest service and salesmanship skills

Proficient in Microsoft Word, Excel, Internet, Lotus Notes and Delphi

Work well under pressure, multitasking and team player

Detail oriented organizational skills and thinks strategically

Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the 'EEOC is The Law' Information poster please visit this website - http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf