Group Rooms Coordinator

Why us?

Sage Hospitality Group is set to hire a Group Housing Coordinator for the Hotel Van Zandt in Austin, Texas!

 

Located in the Rainey Street District, Hotel Van Zandt features 319 guest rooms and more than 25,000 square feet of meeting space. You can enjoy live music at our featured restaurant onsite, Geraldine’s, host pool parties, or check out one of the many pop-up events. Join us here to make a difference!

 

As part of Sage Hospitality Group, we passionately strive to be the best and create excellence in everything we do. We believe in enriching lives one experience at a time. More than a slogan, we empower our employees to make positive impacts on the communities in which we live and work. By providing genuine service we build relationships with our guests and value for our shareholders, and we create unforgettable experiences.

 

We are looking for independent thinkers. Those who harness their entrepreneurial spirit so that it breaks preconceived notions. We’re not afraid to forge our own path. After all, it’s what industry leaders do. That’s why we welcome risk takers and creative spirits alike. No matter your daily role, Sage recognizes that your success is about more than the work you do—it’s really about who you are, which is why we invest in your personal and professional growth. We hope you consider joining us!

Job Overview

To support Sage’s Vision of being recognized by our customers as the best in our business through ensuring a culture that “makes the ordinary extraordinary!” You should champion this culture in every touch point of our business from our associates, guests, owners and communities. The service and courtesy you extend and promote on a daily basis will ensure a healthy and productive culture of serving others with excellence

Responsibilities

• Handle assigned property’s reservation calls, faxes, and emails when necessary to provide optimal customer service while speaking in the appropriate brand voice.
• Maintain accuracy of group blocks including cutoff date, room pick up, room type, suite blocks, rates etc.
• Ensure accurate billing set-up for prompt and accurate processing. Identify, block, and process staff, VIP, and comp room reservations with each group.
• Ensure appropriate inventory and information is available for individual call-in groups via all designated booking channels.
• Set up and maintain master file for each group with pertinent information, including but not limited to approved changes applied to the group and documented conversations with clients, convention service managers, sales manager, and other applicable manager(s).
• Monitor group pick up, cut-off dates, rate and room type availability to maximize hotel revenues and client/guest satisfaction.
• Audit all assigned group blocks, room rates, and concessions against PMS per contract once group has turned definite.
• Ensure that blocks entered are consistent with pattern for group and that room type blocks flow for duration of the block. Update as necessary as group rooms pick-up and/or cut-off date has been reached. Seek approval for additional rooms beyond contracted block as needed.
• Facilitate rooming list entry through method chosen by meeting planner. Ensure all appropriate information is available for individual call in groups.
• Coordinate all group activity and information, including processing of reservations, rooming lists, advance deposits, and group resumes to the necessary departments.
• Review rooming lists for accuracy of information, format, and billing requirements. Identify, process, and block rooms for staff and VIP lists as necessary.
• Block special request reservations and suites required. Facilitate special requests using available system(s) as needed, as well as direct property communication to the needed areas/departments.
• Monitor housing bureau pickup as required and make adjustments accordingly. Communicate with management team as necessary.
• Facilitate consumption of any complimentary rooms or other contractual room requirements (e.g. complimentary upgrades) and communicate with all appropriate departments.
• Serve as liaison with accounting department to ensure all billing requests are configured and executed as necessary.
• Prepare all necessary reports and for each hotel's Group Pick Up meeting - be prepared to discuss pickup and trending of groups during meeting.
• Communicate effectively and in a timely manner to internal Revenue Management and CS teams any information received that could impact the performance of each group.
• Attend all pre-con meetings.
• Comfortable speaking directly with clients.

• Meet deadlines.

  Update to Delphi to FDC

• All other duties as assigned, requested or deemed necessary by management.

Qualifications

Education/Formal Training

4-year college degree or equivalent hospitality experience.

 

Experience

Previous sales, hospitality &/or analysis experience preferred.

 

Knowledge/Skills

• Ability to type 60 WPM, Microsoft Word applications: Word, Excel, Publisher and PowerPoint.
• Alphabetizing, grammar and punctuation skills.  Standard business letter formats. 
• Strong editing skills.
• Excellent attention to detail and multi-tasking skills

 

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to respond to telephone inquiries and handle clients and associates
• Ability to use a computer, file, check diary
• Excellent speech communication skills necessary to communicate clearly with customers and other departments.
• Excellent comprehension and literacy required to read contracts, manager's letters and help prepare contracts and proposals.