Reservations Co-ordinator

2 months ago


Cape Town, South Africa Victoria & Alfred Hotel Full time

**RESERVATIONS CO-ORDINATOR JOB PROFILE**

Reservationists are front line professionals who facilitate the promotion, sales and booking of the hotel’s products and services. They must have excellent communication and customer service skills. They are responsible for ensuring a seamless reservations process from start to end, and enhance the reservations department by ensuring that all guest and departmental requests and procedures are handled in a timely manner.

We require a well-rounded and reliable individual that would enjoy working in a fast-paced environment and act as a liaison between hotels, reserves and our guests.

**DUTIES & RESPONSIBILITIES**
- Making reservations for the Hotel and preparing rate proposals.
- Ensure accurate records about guests’ bookings, payments, and any additional information that hotel team members might need when interacting with a guest.
- Answer reservations calls in a pleasant and courteous manner, in accordance with the required standards.
- Up-selling, when appropriate, by informing guests of special packages, or higher room category.
- Assist & maintain an efficient administration system within the department.
- Ensure all quotations are followed up on in a timeous manner to ensure maximum revenue.
- You may be required to manage room blocks and all sizes of group bookings.
- Actively endeavour to seek and resolve guest complaints, where possible, exercise judgement and escalate it to management.
- Inform other departments and follow up with regards to special instructions / facilities.
- Establish and quote rates within the limits of the authorized rates negotiation procedure.
- Familiarize yourself and learn the hotel’s offering, various packages and specials to assist with general guest requests and other bookings on an ongoing basis.
- Prepare arrival/guest correspondence (check-in) packs for Front Office daily.
- Assist with the booking of transfers, and other outlet requests and reservations such as dinners by communicating with necessary departments.
- Report any rate, system discrepancies and all overbookings.
- Ensure optimal utilization of the PMS and maintain knowledge on all room types and its availability.
- Sending of invoices, credit card payment links, following up on payments and ensuring all payments are accurately posted against each booking.
- Making sure all internal worksheets are actioned and updated daily, such as the PM sheet, Pay Genius payments, un-allocated deposits etc.
- Ensure accurate and detailed capturing of bookings.
- Manage any guest feedback to necessary department.
- Ensure reservations vouchers have been recorded and allocated correctly.
- Efficient and fast support to our operations team for general assistance & queries regarding reservations.
- Answering questions about company policies, procedures, and services internally & externally.
- Reviewing and updating reservations data according to the departmental standards on the PMS/Computer
- Updating records of guest checkouts and billing charges
- Generate daily, weekly, and monthly reports as needed
- Cross-train in other areas of the department to provide coverage during peak periods or absences
- 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
- 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 and 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
- Perform your duties in the required standard for your role and ensure that you work in a manner that complies with any applicable quality assurance standards and your department’s standard operating procedures.

**CORE COMPETENCIES**
- 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
- Presentable, well-spoken & professional individual
- Act in good faith & in the best interest of the Company at all times

All employees may be required to complete other reasonable tasks



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

    Cedrus Libani Recruitment is seeking a Reservations Co-ordinator for an upmarket hotel in Cape Town. Send your resume asap to apply!


  • Cape Town, South Africa Newmark Hotels Full time

    **Job Title: Reservations Co-Ordinator** **V&A Hotel** **Objective** We require a well-rounded and reliable individual that would enjoy working in a fast-paced environment and act as a liaison between hotels, reserves and our guests. **Duties and Responsibilities** - Making reservations for the Hotel and preparing rate proposals. - Ensure accurate...


  • 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...


  • Cape Town, South Africa The Royal Portfolio Full time

    The Sales Co-ordinator’s core focus it to support the work of the Sales team - to facilitate sales trips, business meetings, inbound visits from travel agents and operators, etc. This vital position in our Head Office requires strong attention to detail, excellent verbal and written communication, and relationship building at the highest level, all in...


  • Cape Town, South Africa The Royal Portfolio Full time

    The Sales Co-ordinator’s core focus it to support the work of the Sales Managers - to facilitate site inspections from international Travel Agents and Tour Operators, Journalists and Influencers. This vital position in our Head Office team requires strong attention to detail, excellent verbal and written communication and relationship building at the...


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

    **JOB PURPOSE**: To liaise with all clients, ascertaining their requirements and coordinating as well as successfully executing weddings and events in a timely manner in accordance with the set standards of the hotel, with the intention of ensuring that the highest standard of performance and service is achieved by all relevant parties. **MINIMUM EXPERIENCE...


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

    **Banquetting Co Ordinator for this Destination Hotel on the Atlantic Seaboard** To support the food and beverage team by managing and coordinating the outlet reservations and affiliated administrative tasks. **E**MPLOYEE **V**ALUE **P**ROPOSITION**: basis as part of a highly effective team; whilst operating within clearly defined standards and...

  • Assets Co-ordinator

    8 months ago


    Cape Town, South Africa Engen Full time

    **Purpose of the Job**: - To provide administration support across the asset team and assist in the managing co-ordinating related projects to ensure that assets are correctly accounted and controlled in order to contribute to Retail objectives. **Who you are**: - You are a team player - Business etiquette - Vigilant for potential risks - Organized...


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

    5* Luxury Hotel seeks a Groups & Events Co-Ordinator. **Main Duties & Responsibilities** - Preparing quotes, making follow-up calls with prospective clients and holding meetings with clients who are interested in hosting an event. - Quote and contract all potential business through all available booking channels. - To optimise sales & profitability through...


  • Cape Town, South Africa Curro Holdings Ltd Full time

    **At Curro,** **we care.**: **Curriculum Lead: Primary Co-ordinator (Indigenous Languages - FAL) Gr R-7**: **Curro Head Office** **Vacancy Reference: 22294**: Be the hero in your classroom! With more than 25 years of educational excellence, Curro is seeking passionate teachers to join our family. Make a difference by joining Curro. **What are we looking...


  • Eastern Cape, South Africa HotelJobs.co.za Full time

    **JD Specialized Recruitment** is partnering with an award-winning 5* lodge in the Eastern Cape to recruit a dynamic **CONSERVATION VOLUNTEER CO-ORDINATOR **to join their team. **Experience & Skills Requirements** - Minimum 1 years’ experience dealing with big five game and volunteers. - FGASA level 1 Nature conservation or Environmental Education...


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

    A well-establish Safari Tour Operator specialising in East Africa, is seeking to appoint Sales Service Co-ordinators to join the team based at their offices in Cape Town. You will be responsible for handling the administrative aspects of agent sales with the company and 3rd party suppliers at all stages of the booking process. You will work closely alongside...

  • Reservations Manager

    7 months ago


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

    Oversee all accommodation reservation functions across multiple properties to ensure an engaged, happy and motivated team, efficient room booking, optimal room rates, and maximum occupancy. Ensure a frictionless process and guest experience of the entire pre arrival stage during the guest journey and includes efficient and effective payment collection of...

  • Reservations Manager

    6 months ago


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

    An experienced accommodation Reservations Manager is sought to oversee all accommodation reservation functions across multiple properties to ensure an engaged, happy and motivated team, efficient room booking, optimal room rates, and maximum occupancy. Ensure a frictionless process and guest experience of the entire pre-arrival stage during the guest journey...


  • Cape Town, South Africa Pigalle CapeTown Full time

    **Job Title: Back Office Administrator and Bookings & Events Co-ordinator** **Job Overview**: **Purpose of the Role**: The primary purpose of this combined role is to ensure the smooth and efficient operation of back-office functions while delivering outstanding service in managing reservations and event coordination. This dual responsibility is critical...

  • Marketing Co-ordinator

    7 months ago


    Cape Town, South Africa Southern Oil Full time

    **Description**: The Marketing Coordinator is responsible for assisting the marketing team in implementing marketing strategies and campaigns to drive brand awareness and promote company products or services. This role requires a strong understanding of marketing principles, excellent communication skills, and the ability to coordinate multiple projects...

  • Front of House

    6 months ago


    Saldanha Bay, Western Cape, South Africa HotelJobs.co.za Full time

    **Hospitality and Outdoor - New Vacancy - Front of House / Functions and Events Co-Ordinator** **Luxury Lodge - Saldanha Bay** **Requirements**: - At least 2-3 years F&B or Banqueting and Events Management / Coordinator experience in a 4 or 5 star environment (Essential) - Knowledge of the highest level of F&B customer service in a luxury environment. - 2...

  • Reservation Agent

    7 months ago


    Cape Town, South Africa Pepperclub Hotel & Spa Full time

    The Pepperclub Hotel seeks a skilled & experienced Reservations Agent to liaise with all clients, ascertaining their requirements and co-ordinating these needs to ensure the successful execution of functions and conferences in a timely manner in accordance with the set standard of hotel. If you meet the criteria below, then we would like to hear from...

  • Reservation Agent

    7 months ago


    Cape Town, South Africa Pepperclub Hotel & Spa Full time

    The Pepperclub Hotel seeks a skilled & experienced Reservations Agent to liaise with all clients, ascertaining their requirements and co-ordinating these needs to ensure the successful execution of functions and conferences in a timely manner in accordance with the set standard of hotel. If you meet the criteria below, then we would like to hear from...

  • Revenue Co Ordinator

    8 months ago


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

    Reservations and Revenue experience