Job description

Thank you for applying to one of the most premier places to work in the Northeast Florida! People are our greatest asset and we are currently seeking people like you who have a desire to join our team.

Join an award-winning company! The Ponte Vedra Inn & Club is one of the most premier places to work in Northeast Florida. Apply today and take advantage of this unique opportunity to work at the historic Ponte Vedra Inn & Club. People are our greatest asset, and we are currently seeking people like you who have a desire to join our team.
What's in it for you? Top pay - Flexible scheduling - Company provided uniforms and dry cleaning benefits - Resort discounts - Company provided 5-diamond training & certifications . . . and so much more!

EDUCATION: High school diploma or equivalent is required. College or trade degree is preferred. Ability to speak, read, write, and comprehend the English language at a level sufficient to communicate effectively with clients, members, guests, and co-workers.

TRAINING & EXPERIENCE: Up to (3) years’ leadership or supervisory experience in reservations, revenue, front office, or concierge, etc.

JOB KNOWLEDGE: Excellent oral and written communication skills. Excellent organization and time management skills. Strong, comfortable IT (Information Technology) foundation is required: Proficient in Excel, Delphi, Salesforce, Revinate, IHotelier, SMS or related PMS system, and Microsoft Office

JOB SUMMARY: The Group Reservations Coordinator is responsible for all room Reservations aspects for groups, to monitor and manage group room blocks with the Resort inventory; as well as ensure group contractual obligations are met and group contacts, Sales Managers, Conference Service Managers, Operational Departments, Director of Revenue Management, and Reservations Manager are updated on all communication regarding group blocks.

PHYSICAL ABILITIES: Must be able to lift small packages and boxes up to approximately 25 pounds, be able to walk adequate distances; seated position for long periods.
DUTIES AND FUNCTIONS

Process all group turn-overs: making new group file, sending introduction letter to group contact, creating group rate code, verify cut-off date, send cut-off date reminders, and verifying room block and rate information from booking recap, hard block suites or special room requests and clean up old rate codes.
Communicate all group activity; pickup, attrition and contractual guidelines to Group Contacts, Conference Service Managers and Sales Managers.
Build Web-link Blocks, and monitor availability and cut-off dates.
Review all Group Resumes and ensure they are actioned.
Input all group rooming list and monitor updates and changes as necessary.
Run daily reports: Daily Transaction Report, Booking Recaps, Group Cut-off Report, and Group No Shows; process rooming list within 48 hours of receipt and providing group contact and Conference Service Manager with room block report and rooming list with confirmation numbers.
Set up billing and routing as needed and provide accounting with group details and pertinent contact information including but not limited to; Group Contact, Address, Block Details, Pickup and/or Attrition.
Communicate in a timely manner all group activity to Director of Revenue Management and/or Reservations Manager to assist in making yield decisions; monitor Salesforce/Delphi system(s) for weekly entry of group pickup for previous groups.
Ability to manage and control block inventory, cut-off dates and prepare weekly pick up reports.
Respond to client emails in a timely manner and manage correspondence.
Ensure rate information, advance deposit, and cancellation policy is accurately setup for quoting to guests as well as group confirmation letters; provide Conference Service Manager of any Special Attention, VIP information. i.e. arrival/departure manifest, billing, etc.
Comply with Ponte Vedra Resort standards, while working harmoniously and professionally with co-workers and associates. Adhere to company policies and procedures. Maintain clean work space.
Ability to assist with Reservation Agent responsibilities
Assist with all guest inquiries within the sales and marketing department, including assisting with high telephone volume and walk-in site inspections.
Participate in scheduled departmental and administrative meetings as requested.
Perform other duties or projects as assigned by hotel management and/or staff, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs.
Must be able to work a flexible schedule, to include weekends, holidays and split shifts.
Contribute to all required training, safety courses; attend office and pre-convention meetings.
Perform any shift communication with co-workers or supervisors as necessary.
Willingness to meet/converse with guests face to face; assist with site inspections as needed
Have expert knowledge of our package offerings, including all rates and packages for current and future season, available discounts, special package offerings, etc
Benefits
Medical/Dental/Vision/Disability/Life
401K
Paid Vacation/Holiday/Sick
Free Parking
Staff Cafe

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