Reservation Associate

Key Areas of Responsibilities & Activities

1. Room Reservations

* Handle daily correspondence – respond to inquiries and process reservations as needed – this includes direct, OTAs, Travel Agencies and Corporate Accounts.

* Reservation must be processed within 24 hours and confirmation voucher to be sent afterwards.

* Convert inquiries to bookings by providing efficient service.

* Process cancellations or booking modifications promptly ; Constant coordination with Front Desk

* Ensure all guests details are accurate including special requests.

* Ensure that confirmation voucher indicates correct booking summary.

* Ensure that all bookings are confirmed and paid at least seven (7) days before arrival (including payments – credit card details or bank deposits).

* Understand hotel’s policy on guaranteed reservations, shortened stay, cancellation and no-shows

* Generate additional room revenue by upselling rooms.

* Track future room availabilities/inventories on the basis of reservations – forecasting.

* Monitor room inventories and manage rates on channel manager & website but with supervision of HOSM/SSM.

* Confirm all rates uploaded in channel manager and website are accurate before saving and sharing with the team.

* Monitoring rate parity across all channels.

2. Photoshoot/Event

* Respond to photoshoot or event inquiries within 24 hours.

* Do ocular of the property as requested by client.

* Meet budgeted events/photoshoot quota.

* Block room/s and event on PMS.

* Prepare Memorandum of Agreement with accurate event details and ensure that guest understands the guidelines.

* Ensure that guest is fully paid before the actual event.

* Prepare action memo and route to all concern.

* During the event, welcome guests and reiterate guidelines.

3. Administrative

*Knowledge on hotel facilities and services.

* Prepare correctly and send timely Daily Sales Report, Market Mix Report and other Sales Report as necessary.

* Filing of necessary sales documents/contracts.

* Represent the hotel and attend major travel functions, i.e., trade shows and promotional events that deal specifically with assigned market/area (when needed).

* Regularly submit reports required by HOSM/SSM.

4. Others

* Promote goodwill by being courteous, friendly, and helpful to guests, managers, and fellow employees.

* Company Policies and Procedures – Adhere to the rules and regulations of the company.

* Attendance – adhere to the set procedures for attendance and timekeeping.

* Grooming and Hygiene – adhere to specified hygiene and personal appearance standards of the hotel.

* Training and Employee Activities – attend scheduled training and participates in company-initiated employee activities.