Senior Group Coordinator presso Trump National Doral Miami

POSITION PURPOSE:

Coordinate the reservations, room blocks and contracts for large groups.  Assist with on-site meetings as needed.  Maintain group blocks, rooming lists and reservations in system.  

EXAMPLES OF DUTIES:

ESSENTIAL FUNCTIONS:

•     Prepare reports for weekly Group Pickup meeting and present to appropriate departments.

• Assist Director of Reservations with weekly 21 day group forecast.
• Prepare group booking links to be sent to Sales department. 
• Prepare for each group’s arrival, prepare group history, billing information, deposits, filing, VIP information, correspondence, etc.; interact with booking contacts as needed.  Record group rooms correctly and revenue in the property management system.

•     Process all group reservation requests, changes and cancellations received by phone, fax, e-mail, mail, internally and through travel planners/corporations.  Enter and/or modify group block in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.

•     Maintain accurate filing system for groups and ensure that each group block is traced.

•     Create and update group block notes to provide relevant data pertaining to all group reservations, and coordinate with other departments as needed to provide group reservation information and group needs as specified in contract.

•     Provide and maintain reports and records of all groups during stay and after departure, and follow up on any group inquiries.

•     Stay abreast of current rates, rate changes and all promotions, current facilities, services, hours of operation, etc.

•     Attend pre-meeting planning meetings or conferences as needed or requested.

•     Respond to guest concerns or complaints.  Communicate any outstanding guest requests or issues to management that may require additional monitoring or follow-up.

•     Promote team work and quality service through daily communications and coordination with other departments.  

•     Perform other duties as assigned such as running daily reports, e.g. the cancellations, bookings, or arrivals reports.

OTHER:

Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel. Regular attendance in conformance with the standards, which may be established by Trump National Doral Miami from time to time, is essential to the successful performance of this position.   Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

SUPPORTIVE FUNCTIONS:

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company. 

• Assists office in any other administrative duties as needed. 
• Prepares reports as required. 
• Attends training and meeting as required. 

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY:

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation. 

• Ability to read, listen and communicate effectively in English. 
• Ability to access read and accurately input information using a moderately complex computer system.
• Ability to effectively deal with both internal and external guests, some requiring high levels of patience, tact and diplomacy. This involves listening to the nature of the concern, demonstrating empathy with the guest and providing positive and proactive solutions. 

PHYSICAL REQUIREMENTS:

Frequency Key: Never – 0 hours; Rare – up to 1 hour; Occasional – 1-3 hours; Frequent – 3-6 Hours;

Constant – 6-8 hours

Physical Activity Frequency 

Sitting                                                                                   Constant 

Standing                                                                              Occasional 

Walking                                                                               Frequent 

Climbing stairs                                                                  Occasional 

Crouching/Bending/Stooping                                    Rare 

Reaching                                                                             Frequent 

Grasping                                                                              Frequent 

Pushing/Pulling                                                               Rare 

Near Vision                                                                        Constant 

Far Vision                                                                            Constant 

Hearing                                                                                Constant 

Talking                                                                                                 Constant 

Taste                                                                                     Never 

Smell                                                                                    Never 

Lifting/Carrying (# lbs)                                                  Occasional up to 20 lbs. 

Travel                                                                                   Rare

Typing                                                                                  Constant              

OTHER DUTIES:

Assimilate into Trump National Doral Miami Cultural Foundation through understanding, supporting and participating in all elements of the Trump Cornerstones. Demonstrate working knowledge of the service standards.

SAFETY REQUIREMENTS:
Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety. The hotel will provide the required PPE. Associates will be trained in the proper use and care of any assigned PPE. It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly, to your Manager.

QUALIFICATION STANDARDS:

EDUCATION 

High School graduate or equivalent required. 

EXPERIENCE 

1-2 years of Reservations, Front Office or Sales experience required.

LICENSES OR CERTIFICATES 

None 

GROOMING/UNIFORMS 

All employees must maintain a neat, clean and well-groomed appearance. Specific uniform guidelines and/or required articles of clothing will be explained to you as a part of the orientation process.

Trump National Doral Miami participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee’s Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.