Group Reservations Coordinator in Middleburg, Virginia at Salamander Hospitality

Salamander Middleburg | Middleburg, VA | Full-Time

Join our prestigious team at Salamander Middleburg, a Triple 5-Star Forbes-rated resort nestled in the picturesque rolling hills of Virginia's wine and equestrian country.

Responsible for assisting with the coordination of all group reservations, liaising directly with Group Contacts when required, working alongside all Conference and Catering Managers as well as the Sales Manager, this position will report directly to the Director of Reservations with an additional reporting line to the Director of Conference Services , Director of Revenue and Director of Sales. The position is to be located at the Resort for ease of access for Sales, Conference Service, Catering and Rooms.

• The imputing of all Group reservations into Opera
• Managing of Group blocks in Passkey, Delphi, and Opera to ensure that the Room’s inventory is balanced correctly.
• Liaising directly with all Group Contacts and ensuring the accurate delivery of the Group rooming list as well as group billing, setting up proper billing accounts according to accounting policies.
• Working directly with the Conference and Catering Managers on all Groups.
• Working directly with the Accounting Department on the accuracy of all group billing.
• Working directly with the Rooms Team prior to the group arrival and whilst in house to ensure a successful visit in client and security walk throughs as needs.
• Attending Pre Cons at all times and bill review when requested by the client.
• Processing all group reservation requests, changes, and cancellations received by phone, fax, or email.
• Identifies guest reservation needs, determines appropriate room type, and verifies availability of room type and rates as well as explaining the cancellation policies & procedures.
• Accommodates and documents special requests. Answers questions about property facilities/services and room accommodations.
• Follows sales techniques to maximize revenue.
• Communicates information regarding designated VIP reservations.
• Responds to any challenges found for accommodating rooming requests by communicating with appropriate individuals or departments.
• Keeps organized files of all groups.
• Is required to work weekends when needed.
• Will compile and distribute the daily group arrival / brief to all necessary departments.
• Assist with tasks assigned by Director of Reservations, Director of Rooms, Director of Front Office Operations, Director of Conference Services, and Director of Sales such as but not limited to room drops, gift card processing, etc.

• Must be 18 years of age or older.
• Associates degree or equivalent two year college or technical school.
• Two years related experience and/or training; or equivalent combination of education and experience.
• 2 years minimum in a 5 Star or 5 Diamond luxury hotel preferred.
• Proficient in Microsoft Office, including Publisher, Word, Excel, Outlook required

• Competitive pay (based on experience)
• Medical, Dental, Vision benefits
• 401(k) with company match
• Paid Time Off and holidays
• Free employee meals
• Resort discounts (spa, dining, stays)
• Career growth opportunities within Salamander Collection

Full-time | Some evenings or weekends for events as needed

Salamander Collection is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

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