Groups Room Coordinator/Executive Assistant

  • Sage Hospitality
  • Denver, Colorado
  • Jun 08, 2021
Full time Other

Job Description

Why us?:
The Rally Hotel is an independent, lifestyle hotel located in Denvers downtown playground, McGregor Square. Located in the heart of Lower Downtown, The Rally is representative of all that Colorado has to offer. From the railway to the Rockies, Denvers industrial roots to mile high skies, moments of discovery are found around every corner.Our 182-room hotel is adjacent to the home of the Colorado Rockies, Coors Field and located on McGregor Square. This full-city block is the epicenter of entertainment featuring restaurants, retail and a circulate plaza with a stadium sized LED screen, that will host sports entertainment, movie nights and private events. The Rally inspires the playful side in all of us. Come join our team at The Rally Hotel!

Job Overview:
To support Sages 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 multiple property 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 and 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 and sales manager.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.Create StarGroups websites and links as necessary. Communicate details with Convention Services and meeting contact.Facilitate rooming list entry through method chosen by meeting planner. Ensure all appropriate information is available for individual call in groups.Review rooming lists for accuracy of information, format and billing requirements. Identify, process and block rooms for staff and VIP lists as necessaryBlock special request reservations and suites required. Facilitate special requests using StarGuest as well as direct property communication.Monitor housing bureau pickup as required and make adjustments accordingly. Communicate with management team as necessary.Facilitate coordination between housing bureaus/meeting planners and hotel to ensure efficient usage of Reservation Connection and/or Reservation Cross Check tools 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.Addiontal projects and taks as assigned by the General Manager and Director of Sales and Marketing

Qualifications:
Education/Formal Training4-year college degree or equivalent hospitality experience.ExperiencePrevious sales, hospitality &/or analysis experience preferred.Knowledge/SkillsAbility 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 skillsPhysical DemandsThe 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 associatesAbility to use a computer, file, check diaryExcellent 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.

Benefits:
We offer amazing benefits to our associates, which include: Medical, dental, & vision insurance Health savings and flexible spending accounts Basic Life and AD insurance Paid time off for vacation, sick time, and holidays Eligible to participate in the Companys 401(k) program with employer matching Employee Assistance Program Tuition Reimbursement Great discounts on Hotels, Restaurants, and much more. Eligible to participate in the Employee Referral Bonus Program. Up to $1,000 per referral.