Reservations Coordinator/Group & Event Planner - AC Hotel by Marriott Inverness

Reservations Coordinator - AC Hotel by Marriott Inverness

The Reservations Coordinator is a confident, organised, detailed orientated support for the AC by Marriott Inverness team and is a buzzy point of contact between customers and hotels, this role is key to the success of the company.

Manages all rooms aspects of assigned groups and golf booking enquiries and uses discretion and judgement in dealing with group contacts, both on the phone and in an operational environment, including any contractual obligations. Manages the receipt and entry of each group rooming list prior to or by the proposed deadline outlined in the contract, verifying, documenting, and releasing any unused room or attraction inventory back for general sale. Works with Revenue Management on ensuring the Group ceiling is maximised, manages client expectations when requests for more rooms are made in inventory will be checked for availability and any discrepancies will be communicated to the client at the time of rooming list entry.

Your Role:

• Manages the operational preparation for all group bookings, including guest deposits, Invoicing, room blocks, rooming list, cut-off dates, waitlist, overflow accommodations, rooming requests, contact relationships and ticketing needs
• Manages golf tour operator enquiries, including bookings, guest lists and payments
• Checks for accuracy on all booking sheets, contracts to verify that they are in accordance with operational guidelines (e.g., inventory, availability, rate structure, and operating procedures, such as deadlines for deposits, rooming list)
• Broad understanding of facility management including ability to manage guest room, dining and meeting space inventories
• Knowledge of overall hotel operations as they affect each hotel for which they are planning events
• Produces Banqueting Event Orders
• Maintains organized, accurate files on each group account and monitors of the course of action for each account daily
• Manages commission requests and posts Marriott Bonvoy points
• Provides various updates to Group Sales Leader and communications to Sales, and Revenue Management
• Acts as primary Rooms Division contact in advance planning meeting, communicating all pertinent information to the General Manager and relevant hotel associates, as relevant Revenue Management, and Accounting
• Manages the receipt and entry of each group rooming list prior to or by the proposed deadline outlined in the contract, verifying, documenting, and releasing any unused room or attraction inventory back for general sale Checks any increases in inventory for availability and any discrepancies will be communicated to the client at the time of rooming list entry
• Attends virtually any pre-event meetings as relevant, Bill Reviews and hotel visits for familiarisation
• Manages all rooms aspects of assigned groups and uses discretion and judgement in dealing with group contacts, both on the phone and in an operational environment, including any contractual obligations
• Supporting on forecasts for group sleeping rooms and event revenue for assigned groups

Expected Contributions

• Check accuracy of documents and data for sharing
• A focus on detail is an important trait
• Express yourself, but be clear in written and verbal communications
• Have a positive, open mind, and approach all tasks this way
• Display creativity and innovation to identify opportunities to improve processes that will enhance team productivity and business results
• Gain the confidence and trust of others through consistent demonstration of authenticity and ethical standards
• Maintain confidentiality of proprietary materials and information

Skills

• Top Communication ability
• A whizz with Opera Express and Opera Sales & Catering
• Hot on Microsoft Office applications particularly Excel (got to love those spreadsheets!), Word (the best for proposals!), PowerPoint (your presentations pop!) and Outlook (you use all the tools!)
• Curious and quick on new online tools that improve speed and efficiency of Rooming lists
• Strong organisational skills
• Experience with booking leisure / tour series is a big plus

The Future for you

• This role is an great way to progress into reactive and proactive sales roles or into operations within a growing, ambitious company
• Training and support is available through Marriott developments and internal 1:1 with your line manager
• Fully supportive sales culture within the whole team – lots of high level talent to reach out to and learn skills from

What do you know?

• High School diploma or equivalent required
• Preferred minimum of 2 years’ experience in hotels either Front Office, Reservations, Group or Guest facing Services

BENEFITS FOR YOU!

• Health Cash Plan
• Discounted room rates for you, as well as your Friends and Family, at Marriott hotels worldwide
• Discount on Food & Beverages at Marriott hotels worldwide
• Enhanced Maternity/Paternity/Adoption pay
• Pension scheme
• Twenty eight holidays (annually increasing to max thirty two holidays)

*a personality assessment can be part of the recruitment process*

*****

Hotel Co 51 is a fast-growing, European hotel operator of Moxy Hotels, Courtyard By Marriott, Residence Inn, and AC Hotels by Marriott. Founded in Amsterdam in 2020 to support development and operations for the new hotel openings, it is currently operating 35+ properties in 8 countries (The Netherlands, France, UK, Belgium, Germany, Italy, Norway and Poland) and expanding its reach with new properties in key markets. The company´s pipeline includes hotels in European strategic cities and airports. To learn more about Hotel Co 51, visit hotelco51.com.

AC Hotels by Marriott® includes over 155 design-led hotels in more than 27 countries and territories. At AC Hotels, every moment has been designed, refined, crafted, and considered to create a comfortable, elevated, and unobtrusive experience that lets guests maximize their travels. The brand focuses on details and experiences that genuinely matter to provide a seamless, intuitive experience that lets travelers live life by design, not by default. The hotels feature purposefully designed signature spaces, most notably the AC Lounge®, which invite locals and travelers alike to collaborate in style during the day or enjoy handcrafted cocktails and tapas at night and the AC Kitchen, offering guests a European-inspired breakfast. The sophisticated AC Guest Rooms and public spaces feature sleek furnishings, curated artwork, and intuitive technology to inspire and connect guests. AC Hotels overthinks the guest’s stay, so they never have to, creating The Perfectly Precise Hotel™ experience. For more information, visit http://www.ac-hotels.com and follow along on Facebook, Twitter, and Instagram. AC Hotels is proud to participate in Marriott Bonvoy, the global travel program from Marriott International. The program offers members an extraordinary portfolio of global brands, exclusive experiences on Marriott Bonvoy Moments, and unparalleled benefits including free nights and Elite status recognition. To enroll for free or for more information about the program, visit MarriottBonvoy.com.

Marriott International, Inc. (NASDAQ: MAR) is based in Bethesda, Maryland, USA, and encompasses a portfolio of more than 7,500 properties under 30 leading brands spanning 132 countries and territories. Marriott operates and franchises hotels and licenses vacation ownership resorts all around the world. The company offers Marriott Bonvoy™, its highly-awarded travel program.