Group Rooms Coordinator

Hilton Jacksonville Mayo Clinic
Jacksonville, FL

Description

We are hiring a Group Rooms Coordinator.

SUMMARY:

The Group Rooms and Billing Coordinator assists hotel group guests to ensure a successful event by being the housing and billing contact from pre-arrival through departure: providing excellent service and hospitality following brand guidelines. Core roles include preparing group history, billing information and set up, setting up deposit schedules and their collection, filing, and VIP information associated with the group (ie Speakers, Group Leaders, onsite Points of Contact). Maintains accurate filing system for groups and ensures that each group block is traced, released on time, pick up reports are filed with relevant housing companies or partners.

RESPONSIBILITIES:

Group Management including creating, changing, and cancelling room blocks in all systems

Manage inventory to an existing group block based on pickup activity and needs of hotel

Enter Rooming Lists and building Hilton Group Reservation Links.

Audit Groups in the Sales and PMS system within 90 days to ensure balance and accuracy

Review Group Blocks for cut-off dates including providing notification to client of approaching date, providing extensions based on hotel inventory.

Ensure Group Blocks are created and monitored correctly prior, during, and post group dates.

Update Forecasting Reports and CI with pickup numbers

Enter, retrieve, reconcile, and verify information (e.g. commissions, reward points, leads, third parties)

* Complete Group Commissions Report after group Departure

Set-up proper billing accounts (i.e. share-withs, room/tax/incidentals, tax exempt, direct/special billing, and group bookings) according to accounting policies

Prepare, review, and issue client group and catering bills

Collect all Group Deposits per contract and keep accurate records.

Providing Rooming Lists to both Social and Corporate Accounts as requested prior to arrival

Learn and use digital sales systems and conceptual sales processes (i.e. CI/TY, PMS, sales call process, etc.) and understand the hotel’s sales strategies (i.e. rates, fees, budgeted goals, etc.). Implement these tools and resources in order to accomplish individual and team goals and efficiently complete job duties.

Prepared for, participate in, and report out at all necessary internal meetings, conference calls to include weekly Concord Hospitality Revenue Calls, reporting, planning, training, and other communications required for this position.

Assist Director of Sales & Marketing with Luxury Leisure Travel Programs (i.e. Luminous, Frosch, etc) on booking VIP guests and pulling reporting data provided by such partners.

Carry out any reasonable requests made by Management, and seek to comply with company’s policies and procedures.

Here are some reasons our associates like working for us:

Our Benefits (applies to Full Time Associates Only)

We offer competitive wages. Full-time associates are eligible to participate in a comprehensive benefit package, which includes medical/dental/vision plans, life insurance, ST/LT disability options, 401K options, tuition assistance, discounted room rates at Concord managed hotels, plus training & development and career advancement opportunities.

Why Concord?

Our culture is based on our five Cornerstones and they are what we consider our foundation: Quality, Integrity, Community, Profitability, and Fun. It’s important to us to provide a great work environment for our associates and we strive to hire the BEST associates in the market.

Our “Associate First” culture supports and inspires personal development both within the workplace and beyond. Concord’s associates are what our company is built on, and we strive to recognize them for their hard work, dedication, and commitment to excellence. We value work life balance, diversity, and our commitment to provide the best customer service and quality accommodations in every market we exist

If you are seeking a position where you can grow and be a part of a fun team, this job may be your answer. We are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace.

Wage: $17 to $19 per hour + bonus potential

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.