Are you ready to help shape the future of travel and hospitality at the new Hotel Polaris at the U.S. Air Force Academy? Hotel Polaris is seeking an exceptional Group Rooms Coordinator to join our team and play a vital role in shaping the success of Hotel Polaris, an instant icon on the hospitality landscape of Colorado Springs. Your efforts significantly influence the unique and distinctive experiences we seek to deliver to our guests and team members alike. We're looking for someone who wants to be a part of something bigger and shares our passion for creating unforgettable guest experiences, nurturing a vibrant company culture, and building strong connections with our communities.

• Work with the Area Director of Revenue Management to pick up and track daily activity of any definite groups.
• Supply information on all groups booked by the sales department to the reservations department.
• Review all contracts to ensure accuracy of rates and dates.
• Participate in weekly group pickup meetings with the Area Director of Revenue Management and Director of Sales & Marketing.
• Work with the event planning team and group clients with group rooming lists, reservation changes, and group billing – according to contract and email history.
• Review all contracts to ensure accuracy of rates, dates, billing inventory levels and that miscellaneous information is accurate and concise.
• Create and maintain group room blocks.
• Ensure all reservations have correct billing, and all other necessary information.
• Monitor group pick-up, communicating reservation due dates to clients on regular basis.
• Maintain and audit reservation due dates and room inventory for all groups.
• Report any group pick up concerns to the Area Director of Revenue Management and Director of Sales & Marketing.
• Run group arrivals lists for future arrival dates, and no-show reports daily.
• Check for duplicate reservations – by calling all multiple same name reservations to ensure accuracy of guest names, and any special requests.
• Check for group reservation errors and contact caller of the reservation or group contact accordingly to obtain and verify information.
• Ensures that the correct group sales process is in place and complete and that accurate guest data is obtained.
• Complete Group Commission Report, after group’s departure.
• Monitor room type availability daily to ensure group blocks are balanced.
• Run all pertinent reports for groups such as rooming list and pick up and other ad hoc reports as requested.
• Input and audit rooming lists for call in groups for booking accuracy, billing and notes.
• Input rooming list for rooming list groups within 24 business hours of receipt.
• Answer all questions from the reservation agents or assist with guests with group questions.
• Attend on property group pre-conventions meetings as required.

• High school diploma or general education degree (GED or minimum of five years related experience and/or training; or equivalent combination of education and experience).
• Minimum of one (1) year experience in hotel/resort reservations role preferred.
• At least one year customer service experience required.
• Prior inbound calling experience preferred.
• Must have strong verbal and written communication skills, be highly organized, and detailed.
• Must have excellent phone etiquette.
• Must be able to read, write and speak English
• Must be willing to work a flexible schedule, and be available to work nights, weekends and holidays.

We offer a comprehensive benefit package for full-time, regular team members that includes:

• Group medical, dental, vision, life, and disability benefits.
• Participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement.
• An employee assistance program.
• Paid time off/sick time.
• Participation in a 401(k) plan with a company match.
• Complimentary team member meals.
• Complimentary room nights at CoralTree Hospitality managed properties.

Join us in creating unforgettable experiences for our guests, building vibrant communities, and shaping the future of travel and hospitality.

Job Type: Full-time

Hourly wage: $20.00/hr

Application deadline: This job posting will close on 09/30/2024 or until the position has been filled.

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