Administrative Coordinator

Position Overview:

The Administrative Coordinator will work primarily with the Sales Team. They will administer the operational and system processes for coordinating group arrival and departure by entering group bookings and rooming lists into the sales and front desk systems. This position will also assist with guest correspondence, group and transient billing, reporting, as well as reservation assistance. The Administrative Coordinator will also be responsible for answering calls to the Sales Department and directing them accordingly. In addition to assisting the sales team, the role will also assist in other departments when needed, such as Finance and Human Resources. This is an hourly position with a pay rate of $35.00 an hour.

Major Duties & Responsibilities:

• Always maintain positive external and internal guest relations by delivering respectful, professional, and responsive service.
• Perform job functions with attention to detail, speed, and accuracy.
• Able to prioritize and organize work.
• Effectively utilize the property management system
• Handle email and phone correspondence.
• Enter/maintain Group blocks in Delphi and property management system.
• Submit various group and transient requests to distribution.
• Maintain of group blocks and their inventory.
• Create and distribute group resumes.
• Ensure reservations have necessary VIP, ETA, billing, arrival, departure dates, and room types based upon group resumes.
• Ensure that group blocks, group lists, group billing, and cutoff dates are maintained.
• Process Rooming Lists accurately and in a timely manner.
• Preblock all group needs for suites or connecting rooms.
• Monitor group pickup and advise DORM if group should be reforecasted.
• Report to the DORM any changes in group pickup that would affect selling strategies.
• Process deposits and payments for group and catering events.
• Accurately manage final billing for group and catering events, ensuring charges are complete and correct.
• Conduct group audits
• Verify travel agency commission invoices
• Attend PreConvention Meetings, Resume Meetings, Group Pick up Meetings, and Reservations Departmental meetings.
• Run various reports for managers