Reservations Coordinator

2 weeks ago

Cape Town, Western Cape, South Africa Proactive Recruitment Full time
Job Title: Reservations Consultant

We are seeking a highly skilled and organized Reservations Consultant to join our team at Proactive Recruitment. As a key member of our reservations team, you will be responsible for receiving and accurately processing reservation bookings and general inquiries, ensuring an effective and courteous service at all times.

Main Responsibilities:
  • Administration: Maintain the integrity and overall efficiency of the Proactive Reservations process, continually striving for improvement of said system.
  • Ensure all incoming emails and reservations messages are dealt with promptly and accurately, and within a 2-hour response time.
  • Answer all incoming emails on the same day of business.
  • Answer phone calls as promptly as possible in a courteous professional manner.
  • Input all reservations accurately into the PMS system.
  • Be fully conversant with all property rates, including rack, corporate, and contracted.
  • Help maximize room sales by upselling to a higher category.
  • Be responsible for the timely upkeep of the archives.
  • Ensure that all reservations are handled efficiently through effective office operating systems.
  • Ensure that all reservations records are filed accurately and can be retrieved promptly.
  • Have knowledge of the property's internal and external reservation systems.
  • Ensure that bookings for each day are checked prior to arrival for accuracy and confirmations.
  • Ensure all reservations are tracked correctly for statistical purposes.
  • Ensure guest profiles are used and utilized correctly.
  • Ensure all Special Attention Guests (SAG) requests are dealt with accurately.
  • Have complete knowledge of all rooms, along with the property's facilities, as well as local area competitors.
  • Ensure all Reservations are checked as per the below timelines for accuracy prior to the guests' arrival.
Sales & Revenue:
  • Ensure all commission invoices are correct and tracked accurately to avoid excess commission payments by close of each month.
  • Accurately prepare revenue reports as requested by the Reservation Department Manager.
  • Correctly logging No shows and cancellations as per the property standard.
  • Ensuring all Reservations have deposits / Full pre-payment which is line with the property payment terms.
  • Identify & report to the Reservations Department Manager any potential risk factors that may impact revenue to PHS & or the Client.
  • To adhere too and fully understand all Terms and Conditions relating to the property.
  • Pass onto the sales department any possible leads which could develop into future business.
  • Analysis each property individually and identify & communicate any potential Sales needs to increase revenue to the Strategic Manager(s).
  • Utilise stay through and minimum stay parameters to maximize room revenue.
  • Use of effective chase systems to maximize rooms revenue.
  • Minimise the number of unconfirmed reservations to maximize revenue.
  • To be constantly aware of all competitor developments and pricing and communicate accordingly to all appropriate departments.
Rates:
  • Be fully conversant with all rates and offers for each property within the cluster.
  • Ensure all rates are correctly loaded onto the PMS system.
  • Ensure the correct STO rate is allocated to the correct agent.
  • Distribute in conjunction with The Travel Hat, STO rates to agents and updating the STO report.
  • Accountable for quoting and applying correct rates to agents and direct guests.
Miscellaneous:
  • Create a positive relationship with colleagues.
  • Travelling required.
  • Valid Passport and/or Drivers Licence always required.
  • Maintain a professional and positive attitude in all dealings with clients.
  • Complying with all vaccination requirements that may be applicable to the destination.

Please note that you need your own transport, have a valid passport, and be able to travel. You must live within a max 20km radius of the office. To be considered for this role, you must have the right to work in SA.

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