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Reservations Co-ordinator

7 months ago

Cape Town, South Africa HotelJobs.co.za Full time

A Reservations Coordinator is sought to organize and manage this Reservations department’s day-to-day administrative requirements. Seeking to pursue a position to enhance the reservations department by ensuring that all guest and departmental requests and procedures are handled in a timely manner. The Reservation coordinator is also the liaison between hotels, reserves and guests.

**DUTIES AND RESPONSIBILITIES**
- Efficient and fast support to our operations teams for general assistance & queries regarding reservations.
- Answering questions about company policies, procedures, and services internally & externally.
- Reviewing and updating reservation data according to the departmental standards on the PMS/Computer
- Responsible for updating/maintaining necessary database and spreadsheets
- Updating records of guest checkouts and billing charges
- Handle all special requests from guests in a professional and efficient manner
- Generate daily, weekly, and monthly reports as needed
- Cross-train in other areas of the department to provide coverage during peak periods or absences
- Assist with general reservations and booking enquiries when needed
- Perform other duties as assigned
- Posting of payments and updating of invoices
- Updating the PMS when the deposit is posted
- Sharing updated invoices to agents once the deposit or initial payment has been received and adding a follow-up trace for the reservations agent when the balance is due
- Assisting with visa letters
- Update the revenue board on a weekly basis
- Running end of day for specific properties
- Releasing of allocations **Daily quality checks for arrivals**:

- Merging of profiles
- Ensuring profiles are correct and updated
- Sharing weekly program with the arrivals where applicable
- Assist with follow-up on OTA payments
- Reconfirming transfers with the external suppliers for the following week to ensure nothing is missed
- Obtaining arrival details where needed
- Following up on final reservations details
- Processing and submitting refunds - from completing the paperwork to submitting the documents to finance to following through on Opera and sharing the proof of payment with the guest
- Cross-reference daily > 7 days out arrival checks against each platform to ensure the bookings are correct on our PMS
- General admin duties on behalf of the reservations team
- Assist with reservations-related PM accounts

**REQUIREMENTS**:

- Quality focused
- 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 organizational skills
- Adaptability and flexibility
- Feel comfortable working in a fast-paced environment requiring multitasking and problem-solving.