Group Reservations Agent

Job Advert Summary

We are seeking a detail-oriented and highly organized Group Reservationist to manage group and series reservations with efficiency and professionalism. This role involves handling inquiries, modifications, and cancellations while ensuring seamless coordination between the hotel, clients, and the Newmark Head Office. The ideal candidate must excel in multitasking, possess strong communication skills, and thrive in a dynamic, fast-paced environment.

Minimum Requirements

• Strong attention to detail and commitment to quality.
• Excellent verbal and written communication skills.
• Friendly, energetic, and professional demeanor.
• Ability to work effectively under pressure in a fast-paced environment.
• Exceptional time management, organizational, and problem-solving skills.
• Previous hospitality experience, specifically in handling group and series reservations.
• Advanced proficiency in Opera PMS (essential), as well as Microsoft Word and Excel.
• Adaptability and flexibility to manage multiple tasks simultaneously.
• Previous experience in group reservations and coordination is essential.
• Proficiency in Opera PMS is mandatory.
• Strong administrative and organizational skills with a proactive approach to task management.
• Ability to communicate clearly and effectively with internal teams and external stakeholders.
• A customer-centric mindset with a professional and solution-oriented attitude.

Duties and Responsibilities

• Act as the primary liaison between the hotel and the Newmark Head Office to facilitate smooth coordination of group reservations, conferences, meal arrangements, and customized events.
• Maintain clear, proactive communication with internal teams, clients, and suppliers to ensure expectations are met and any changes are promptly addressed.

• Handle all aspects of group reservations, including inquiries, modifications, and cancellations, while maximizing room and event revenue.
• Provide accurate rate quotations and ensure optimal occupancy levels.

• Maintain precise records of group bookings, payments, room blocks, and operational requirements.
• Process payments, invoices, and deposit allocations efficiently while upholding an organized filing system.
• Prepare daily worksheets and reports to facilitate smooth operations.

• Greet group leaders upon arrival to review arrangements and ensure a seamless experience.
• Address guest inquiries and special requests, such as transportation and dining reservations, while working closely with internal teams and external partners.
• Promote hotel offerings, special packages, and upcoming events to enhance guest satisfaction.

• Prepare and update group files, PM sheets, group block notes, and other essential documents.
• Conduct site inspections and collaborate with the head office to ensure events meet brand standards.
• Provide comprehensive handovers and reports for ongoing and completed group stays.

• Stay informed about products, rates, and procedures through continuous training.
• Address any system or rate discrepancies with the Reservations Supervisor.
• Maintain the highest level of service excellence in all guest interactions.