Group Coordinator

1 month ago

Cape Town, South Africa Newmark Hotels Full time

**Job Title**: Group Coordinator

**Location**: Rockefeller Hotel, Cape Town

**OVERVIEW**

The Group Reservations Agent is responsible for handling all group and series reservation inquiries and cancellations in an attentive, courteous and efficient manner and quoting available rates to maximize room revenue. Being able to multitask is critical along with handling a very large workload.

**DUTIES & RESPONSIBILITES**
- Communication and Coordination: Serve as the primary liaison between the hotel and Newmark Head Office to ensure seamless coordination of group reservations, conferences, and custom events. Maintain regular, clear communication with operations teams, the head office, and clients to ensure expectations are met and any modifications are promptly shared.
- Reservation and Revenue Management: Handle all aspects of group reservations, including inquiries, changes, and cancellations, with attention to maximizing room and event revenue. Provide detailed quotations for events and group bookings, prepare rate proposals, and upsell premium packages or room categories to boost revenue.
- Administrative and Record-Keeping Duties: Maintain accurate records of guest bookings, payments, room blocks, and any additional information needed for operations. Process payments, invoices, and deposit allocations efficiently, while organizing an effective filing system for group records and creating daily worksheets for team reference.
- Guest and Client Relations: Meet with group leaders upon arrival to discuss requirements, ensuring a smooth experience. Respond to guest complaints and special requests, such as transportation or dinner reservations, while coordinating closely with internal teams and suppliers. Proactively assist with general inquiries on offerings, special packages, and events.
- Operational Support and Reporting: Regularly prepare and update group files, PM sheets, group block notes, and other documents to keep track of group requirements and schedules. Coordinate with head office representatives and conduct site inspections to ensure all events align with brand standards. Create detailed handovers and reports for ongoing and completed group stays, maintaining a complete record of each group’s experience.
- Training and Quality Assurance: Stay updated on all products, rates, and procedures through relevant training. Address any rate or system discrepancies with the Reservations Supervisor and uphold a high standard of service in all areas of guest interaction

**SKILLS & KNOWLEDGE REQUIRED**
- Quality focussed
- Great communication skills, written and verbal
- Energetic and friendly personality
- A positive and professional attitude
- Previous Hospitality experience is required
- Exceptional time management, communication skills, and customer service
- Opera experience is essential
- Meticulous attention to detail, proven administration and exceptional organisational skills
- Adaptability and flexibility
- Feel comfortable working in a fast-paced environment requiring multitasking and problem solving
- Previous experience handling groups and series reservations
- Computer Literacy: Opera, Word & Excel.

**QUALIFICATIONS**
- Previous hospitality experience, specifically in handling group and series reservations, is required.
- Experience with Opera (PMS) is essential.
- Strong communication skills, both written and verbal, with an emphasis on clear, effective communication between the hotel and head office.
- Detail-oriented with exceptional organizational skills.
- Ability to work effectively in a fast-paced environment that requires multitasking and problem-solving.
- Quality-focused with a friendly, energetic, and professional attitude.
- Comfortable with computers, particularly Opera, Word, and Excel.
- Adaptable and flexible in managing multiple tasks simultaneously

Application Deadline: 2024/11/12

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