Title: GROUP COORDINATOR Location: United States-Florida-Key West Job Number: 220003TQ Job Summary: Position is responsible for coordinating group reservations for the lodging program. Duties and Responsibilities: Ensure security of all guests is maintained at all times Ensures guest privacy is maintained at all times. - Must possess a welcoming manner and positive attitude demonstrate effective communication skills professionally interact with guests answering guest questions concerning hotel facilities and provide information about local attractions. - Provide assistance in handling customer complaints involving management as necessary. - Acts as the primary Point of Contact POC for all groups and administers all group contracts. - Utilizes the Property Management System PMS to access guest information retrieve reservation information change or cancel reservations as requested by guests or register guests. Verifies registration information secures a credit card for incidental expenses and authorizes the credit card for room charges. Provide guests with their room key or card. - Receives requests and processes group reservations 5 or more persons within established guidelines. When rooms are not available provides a certificate of non-availability CNA and or alternative lodging in the area. - Ensures the Arrivals List is verified daily prior to group or guest arrival. All inconsistencies are investigated and corrections made immediately. - Creates and corresponds swiftly to email guest group reservation bookings to ensure room inventories remain accurate to prevent overbooking. - Maintains contact with Central Reservation System CRS to ensure room inventories are accurate to prevent being overbooked. Utilizes Navy Gateway Management Console CORE online to verify room inventories and change inventory availability to coincide with groups booked by the installation to prevent over booking with CRS and DOD lodging website reservations. - Greets groups with pre-made keys and registration forms upon group arrival during normal business hours when required. - Registers and assigns rooms to guests issuing room keys or cards transmitting and receiving messages keeping records of occupied rooms and guest accounts making and confirming reservations and presenting statements to and collecting payments from departing guests. - Receives and is accountable for a change fund. Prepares Close Bank Report and deposits cash receipts at the end of each shift in accordance with established procedures - Set up direct bills where appropriate and liaisons with the front desk staff and or Front Desk Manager with billing questions or issues. Perform other related duties as assigned Qualifications: GENERAL EXPERIENCE One 1 year of general office clerical experience that demonstrated the ability to perform clerical duties satisfactorily. AND SPECIALIZED EXPERIENCE One 1 year progressively responsible experience related to the position to be filled such as a minimum 6 months of work experience that demonstrates knowledge of basic principles concepts standards and regulations related to reservation operations. Including experience with the use of a personal computer and various software programs ability to control account for and handle large amounts of cash. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE Study completed in a college university or junior college above the high school level may be substituted on the basis of one-half academic year of study for 6 months of experience.
