Group Coordinator DoubleTree Orlando

    • Job Tracking ID: 512688-622832
    • Job Location: Orlando, FL
    • Job Level: Entry Level (less than 2 years)
    • Job Type: Full-Time/Regular
    • Date Updated: May 31, 2018
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
    • Hotel: DoubleTree by Hilton Orlando
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Job Description:

Purpose of the Position: To work in conjunction with the Convention Service managers and the Sales Managers in handling all aspects of the Group room blocks from the point of turn over from Sales to the turn over to the Rooms Control Coordinator. Through effective management of group blocks and room inventory, the position will aide in maximizing yield management.


* Answer telephone promptly and courteously. Enter guest reservations into the computer system quickly and accurately segmenting reservations into the appropriate category while using the hotel's selling strategy and knowledge of all rates, package plans, and hotel services, in order to close out sale and up sell the hotel as appropriate
* Maintain a working relationship with the Convention Services, Sales, and Front Office departments. Must knowledge regards to the credit policies, room types/area blocking, cancellation policies, and blocking group suites
* Ensure the following group functions are completed in an accurate and timely fashion: (55%)
* Entering Group rooms blocks and verify blocks are accurate between PMS and the GRC, by conducting weekly audits between PMS and GRC (Delphi)
* Manage all group room block inventories and prepare and forward pick-up reports to Convention Service Managers, Sales Managers, and Meeting Planners
* Building Group Master
* Entering Group Rooming list
* Ensure all upgrades, staff, and comps are blocked accordingly
* Entering rooming list changes and billing changes
* Complete blocking of room requests
* Communicating with Sales Managers and front desk on status of group information (i.e. create folder for each group for tracking and information.)
* Keep updated file on all upcoming groups Process Group rebates and commissions by utilizing the Group Rebate/commission form then forward appropriate department (listed on form)
* Review Group No-shows with DORM on a daily basis
* Keep credit card deposits up to date
* Will monitor cut off dates and communicate in the Group pick-up meeting prior to that date to the Convention Service Managers
* Ensure correct billing and rebate packages are in place for all Group reservations and communicating information to Accounting
* Maintain organized, accurate files on each group
* Assist Convention Service Managers on overflow situations
* Responsible for receiving and entering rooming lists for each group, prior to their cut off date
* Responsible for blocking all group suites and VIP’s
* Attend weekly Group pick-up, resume meetings, and pre-convention meetings; prepare and communicate pick-up reports and rooming lists for each meeting
* Maintain an awareness of general hotel availability at all times


* Know your schedule work and follow it accordingly
* Work in a cooperative and friendly manner with fellow employees
* Maintain professional attire and personal hygiene
* Maintain a clean, neat and orderly work area
* Perform your job according to standard operating procedures
* Read, understand and follow all policies, procedures and practices as stated in the Employee Handbook
* Implement management company and hotel’s safety and emergency policies and procedures (i.e. evacuation, first aid, etc) to include removing all safety hazards, following company’s OSHA program, safe lifting techniques
* Utilize protective equipment, when applicable
* Promptly report substandard ( unsafe ) conditions to Supervisor
* Promptly report accidents, injuries, property damage or loss to Supervisor
* Keeps accurate communication flowing freely among all hotel departments
* Inform management promptly of any work-related problems or guest complaints
* Practice 'CARE hospitality' and provide guest satisfaction
* Promote the hotel through goodwill, courtesy and a positive attitude
* Attend all schedule training classes and meetings
* Continue to learn and grow in your position
* Perform any reasonable request as assigned or directed by management
* Provide for a safe work environment by following all safety and security procedures and rules
* Assist person(s) with a disability
* Comply with all applicable federal, state and local laws ordinances as they apply to the hotel, guest and employees
* Respond properly to irritated or angry guests

Experience and Skills:


* Must have excellent communications skills in terms of the ability to negotiate, convince sell, and influence potential hotel guests
* Ability to operate computer reservation systems
* Fluency in second language is desirable
* Must be flexible enough to work any shifts including evenings, weekends and holidays


* Candidate must be a high school graduate or equivalent


* Must speak the English language fluently and other language skills (optional).


* Must have basic mathematical skills, such as addition, division, and subtraction.


* Must have the ability to reason and make reasonable decisions when needed internally and with other departments in a professional manner.


* None


* The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job
* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions


We are a drug-free work place. Pre-employment drug screen required.
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