Group & Reservation Coordinator
4.
0 Gainesville, FL Gainesville, FL Full-time Full-time Estimated:
$30.
8K - $39.
1K a year Estimated:
$30.
8K - $39.
1K a year 10 days ago 10 days ago 10 days ago About Us:
At Pyramid Global Hospitality, people come first.
As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing.
Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships.
Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays.
In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers.
Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide.
Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.
Check out this video for more information on our great company! Overview:
The Hilton University of Florida Conference Center, located on the southwest corner of the University of Florida campus, combines a host of upscale and market-leading attributes unparalleled in the Gainesville area.
The hotel features superior meeting space, award-winning dining, spacious guest rooms and exceptional hospitality presented in an upscale contemporary interior design and ambiance.
The Hilton UF offers guests the perfect environment for work, play or both.
We foster a creative and energetic work environment where people come to work and have fun.
We value passionate people who love to be challenged and are committed to being the difference by creating memorable experiences in the lives of all we serve.
Your role will be integral to the success of our property.
We strive to create a workplace culture that values family, work life balance and community.
We help develop our associates and provide support for them to grow their careers with Pyramid.
We strive to cultivate and maintain a team environment where every team member is working together to provide exceptional service to every guest, every time by not only meeting their expectations, but exceeding them! Our team members are proud to work here! BASIC FUNCTION:
The Group Coordinator is responsible the processes of all group reservation information including rooming list, suites, resumes, and billing requirements.
The Group Coordinator will also assist our Conference Service Manager in planning and coordination of all conference group related activities.
The Group Coordinator will act as the secondary liaison between the client and the staff of the hotel, with the focus on meeting and exceeding client expectations with every interaction to ensure that our clients leave happy.
Additionally, the coordinator is support, from administrative, customer service, and sale lead development perspectives, the Sales team to develop future and repeat business.
Qualifications:
EDUCATION, KNOWLEDGE, TRAINING, & WORK EXPERIENCE High school diploma or equivalent.
College degree preferable, or comparable hotel, catering/conference or meeting planning experience.
Supervisory experience and human relations skills also helpful Strong organizational skills.
Computer literate, with knowledge of Microsoft Office and Delphi.
Excellent communication skills.
Essential Functions:
Responsible for managing the optimal planning and event delivery for all assigned groups and events.
Establish and maintain a positive, professional relationship with clients through effective, accurate, timely, and reliable communication and action.
Review New Definite groups- work in R&I to create group- create group master accounts in OnQPM Maintain awareness at all times of the group's inventory, work closely with Revenue Management and Sales team for group adjustments as needed.
Ensure IATA number is entered and checked for commissionable groups -For groups with extraordinary or unexpected reservations needs, ensure clear communication with Central Reservations-Maintain accurate inventory throughout planning process as block evolves (i.
e.
release rooms at cutoff, add rooms with addendums, updating facts as changes occur, etc.
)-Maintain awareness at all times of group's inventory levels, making approved adjustments as needed to ensure satisfaction Continuously work to be proactive in the planning process and anticipate client needs.
Ensure that internal and external communication of the client's expectations, requirements and requests are completed in a timely and detailed fashion to provide all team members and vendors alike the best opportunity for achieving the desired objective.
Outlook:
After building a group in R&I and OnQ PM ensure:
-Groups 100
peak have calendar reminders for 90 days out, 60 days out, and 30 days out-All groups have calendar reminders for the cutoff date Work with the conference service, group housing and sales team to prepare and process commissions related events based upon paid invoiced values Process both inbound and outbound requests for history on groups and events.
Address all client requests and concerns in a timely manner with a solutions orientation and with a balanced focus on guest satisfaction, operational impact and profitability Know property layout, policies, procedures and all capabilities Communicate with clients via telephone contact, written correspondence and in person our policies and procedures as they relate to the coordination of their events.
Ensure that all necessary information is obtained from the client in a timely and accurate manner.
Ensure all communication from the Planning Department to the other departments is produced accurately and on time.
Communicate the following requirements to all of the appropriate departments according to the prescribed standard operating procedures:
Rooming List and/or pick-up updates Transportation Requirements Meeting Room Set-Ups, Set by and Refreshment times Audio Visual Requirements Recreational Requirements Food and Beverage Requirements Guarantee Numbers Billing Information Additional Information as deemed necessary for the successful execution of events Assesses, offers creative suggestions and recommendations while coordinating and verifying the above information Ensure all functions are checked prior to client's arrival, guaranteeing all details are in alignment with client's requirements and hotel standards.
Meet with the appropriate staff prior to the function to ensure any deficiencies are corrected by respective personnel.
Maintain both digital and physical Client files, making sure they are kept organized and current with all information.
Requires ability to move quickly and frequently throughout the property several times a day.
Communicate effectively with other department managers to ensure that hotel standards are met and that contractual obligations (written and verbal) are fulfilled.
Communicates all changes pertaining to a group's events to the necessary departments in an efficient and timely manner.
Attend weekly designated meetings such as Conference Review, Group rooms, Departmental Meetings, and daily Stand-Up meetings.
Communicate operational problems to the Director of Sales and Marketing as they arise.
Flexible to work a varied schedule due to business levels and industry demands.
Research and implement improved methods of utilizing Delphi and other tools for communication.
Develop and maintain systems/recommendations for updating all client information used in planning - interdepartmental and property wide.
Exemplify a positive can-do attitude and lead by example.
Foster and promote a cooperative working climate maximizing employee morale.
Always follow hotel grooming standards, maintaining a professional image in dress and mannerism.
Estimated Salary: $20 to $28 per hour based on qualifications.
0 Gainesville, FL Gainesville, FL Full-time Full-time Estimated:
$30.
8K - $39.
1K a year Estimated:
$30.
8K - $39.
1K a year 10 days ago 10 days ago 10 days ago About Us:
At Pyramid Global Hospitality, people come first.
As a company that values its employees, Pyramid Global Hospitality is dedicated to creating a supportive and inclusive work environment that fosters diversity, growth, development, and wellbeing.
Our commitment to a People First culture is reflected in our approach to employee development, employee benefits and our dedication to building meaningful relationships.
Pyramid Global Hospitality offers a range of employment benefits, including comprehensive health insurance, retirement plans, and paid time off, as well as unique perks such as on-site wellness programs, local discounts, and employee rates on hotel stays.
In addition, Pyramid Global Hospitality is committed to providing ongoing training and development opportunities to help our people build the skills and knowledge they need to advance their careers.
Whether you are just starting out in the hospitality industry or are a seasoned professional, Pyramid Global Hospitality offers a supportive and collaborative work environment that encourages growth and fosters success, in over 230 properties worldwide.
Join their team and experience the benefits of working for a company that values its employees and is committed to creating exceptional guest experiences.
Check out this video for more information on our great company! Overview:
The Hilton University of Florida Conference Center, located on the southwest corner of the University of Florida campus, combines a host of upscale and market-leading attributes unparalleled in the Gainesville area.
The hotel features superior meeting space, award-winning dining, spacious guest rooms and exceptional hospitality presented in an upscale contemporary interior design and ambiance.
The Hilton UF offers guests the perfect environment for work, play or both.
We foster a creative and energetic work environment where people come to work and have fun.
We value passionate people who love to be challenged and are committed to being the difference by creating memorable experiences in the lives of all we serve.
Your role will be integral to the success of our property.
We strive to create a workplace culture that values family, work life balance and community.
We help develop our associates and provide support for them to grow their careers with Pyramid.
We strive to cultivate and maintain a team environment where every team member is working together to provide exceptional service to every guest, every time by not only meeting their expectations, but exceeding them! Our team members are proud to work here! BASIC FUNCTION:
The Group Coordinator is responsible the processes of all group reservation information including rooming list, suites, resumes, and billing requirements.
The Group Coordinator will also assist our Conference Service Manager in planning and coordination of all conference group related activities.
The Group Coordinator will act as the secondary liaison between the client and the staff of the hotel, with the focus on meeting and exceeding client expectations with every interaction to ensure that our clients leave happy.
Additionally, the coordinator is support, from administrative, customer service, and sale lead development perspectives, the Sales team to develop future and repeat business.
Qualifications:
EDUCATION, KNOWLEDGE, TRAINING, & WORK EXPERIENCE High school diploma or equivalent.
College degree preferable, or comparable hotel, catering/conference or meeting planning experience.
Supervisory experience and human relations skills also helpful Strong organizational skills.
Computer literate, with knowledge of Microsoft Office and Delphi.
Excellent communication skills.
Essential Functions:
Responsible for managing the optimal planning and event delivery for all assigned groups and events.
Establish and maintain a positive, professional relationship with clients through effective, accurate, timely, and reliable communication and action.
Review New Definite groups- work in R&I to create group- create group master accounts in OnQPM Maintain awareness at all times of the group's inventory, work closely with Revenue Management and Sales team for group adjustments as needed.
Ensure IATA number is entered and checked for commissionable groups -For groups with extraordinary or unexpected reservations needs, ensure clear communication with Central Reservations-Maintain accurate inventory throughout planning process as block evolves (i.
e.
release rooms at cutoff, add rooms with addendums, updating facts as changes occur, etc.
)-Maintain awareness at all times of group's inventory levels, making approved adjustments as needed to ensure satisfaction Continuously work to be proactive in the planning process and anticipate client needs.
Ensure that internal and external communication of the client's expectations, requirements and requests are completed in a timely and detailed fashion to provide all team members and vendors alike the best opportunity for achieving the desired objective.
Outlook:
After building a group in R&I and OnQ PM ensure:
-Groups 100
peak have calendar reminders for 90 days out, 60 days out, and 30 days out-All groups have calendar reminders for the cutoff date Work with the conference service, group housing and sales team to prepare and process commissions related events based upon paid invoiced values Process both inbound and outbound requests for history on groups and events.
Address all client requests and concerns in a timely manner with a solutions orientation and with a balanced focus on guest satisfaction, operational impact and profitability Know property layout, policies, procedures and all capabilities Communicate with clients via telephone contact, written correspondence and in person our policies and procedures as they relate to the coordination of their events.
Ensure that all necessary information is obtained from the client in a timely and accurate manner.
Ensure all communication from the Planning Department to the other departments is produced accurately and on time.
Communicate the following requirements to all of the appropriate departments according to the prescribed standard operating procedures:
Rooming List and/or pick-up updates Transportation Requirements Meeting Room Set-Ups, Set by and Refreshment times Audio Visual Requirements Recreational Requirements Food and Beverage Requirements Guarantee Numbers Billing Information Additional Information as deemed necessary for the successful execution of events Assesses, offers creative suggestions and recommendations while coordinating and verifying the above information Ensure all functions are checked prior to client's arrival, guaranteeing all details are in alignment with client's requirements and hotel standards.
Meet with the appropriate staff prior to the function to ensure any deficiencies are corrected by respective personnel.
Maintain both digital and physical Client files, making sure they are kept organized and current with all information.
Requires ability to move quickly and frequently throughout the property several times a day.
Communicate effectively with other department managers to ensure that hotel standards are met and that contractual obligations (written and verbal) are fulfilled.
Communicates all changes pertaining to a group's events to the necessary departments in an efficient and timely manner.
Attend weekly designated meetings such as Conference Review, Group rooms, Departmental Meetings, and daily Stand-Up meetings.
Communicate operational problems to the Director of Sales and Marketing as they arise.
Flexible to work a varied schedule due to business levels and industry demands.
Research and implement improved methods of utilizing Delphi and other tools for communication.
Develop and maintain systems/recommendations for updating all client information used in planning - interdepartmental and property wide.
Exemplify a positive can-do attitude and lead by example.
Foster and promote a cooperative working climate maximizing employee morale.
Always follow hotel grooming standards, maintaining a professional image in dress and mannerism.
Estimated Salary: $20 to $28 per hour based on qualifications.
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