Group Rooms Coordinator - Hotel Paso Del Norte - El Paso, TX at Hotel Equities – El Paso, Texas

Hotel Equities, a multi-award-winning hotel development and hospitality management company, is currently searching for a remarkable Group Rooms Coordinator for the Hotel Paso Del Norte in El Paso, TX.

We welcome you to take a virtual tour of our beautiful historic hotel! 360 Tour of Hotel PDN

Job Purpose:

Overall Responsibilities:

Process all reservation requests, changes, and cancellations received by phone or email.

Identify guest reservation needs, determine appropriate room type, and verify availability of room type

and rate.

Explain guarantee, special rate, and cancellation policies to callers. Accommodate and

document special requests.

Answer questions about property facilities/services and room

accommodations.

Follow sales techniques to maximize revenue.

Communicate information

regarding designated VIP reservations.

Input and access data in reservation system.

Respond to any challenges found for accommodating rooming requests by communicating with appropriate individual or department.

Oversee accuracy of room blocks and reservations.

Input group rooming lists using reservation systems, revise room blocks to maintain the required number of available rooms and keep organized files of all groups. Set-up proper billing accounts according to Accounting policies.

• Booking & Room Management: Process group reservations, maintain accurate room blocks, enter rooming lists, adjust blocks as needed (releasing rooms at cutoff), and manage inventory.

• Client Communication: Serve as the main point of contact for group organizers, relaying details, managing expectations, and ensuring all contractual needs are met.

• Coordination: Liaise with Sales and Front Office to communicate special requests, VIPs, billing and other event details where applicable.

• System Management: Utilize hotel systems (Marsha, LS, CI/TY) to input data, set up special codes (VIP, accessibility), manage rates and apply discounts.

• Pre- & Post-Event: Prepare group resumes, set up billing, review master bills, apply comps, track pickup, and handle post-event audits.

• Administrative Tasks: Handle daily reports, check for duplicates, process cancellations, and manage special rate setups

• Will follow all policies/ processes of Hotel Equities.

Assist sales managers and front desk in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications. Warm, knowledgeable service and helpful guidance reassure guests they’ve made the right choice to stay with us.

• Provide support to the sales team in executing contracts, proposals, and correspondence
• Assist with sales efforts in soliciting new business and in selling guestrooms, meeting space
• Conduct site tours
• Assist as needed with hotel and sales related functions, parties and blitzes
• Oversee and create social networking sites
• Prepare and send out direct mail projects, sales packets and collateral
• Provide assistance to the Director and/or Manger of Sales and Marketing
• Effectively communicate and coordinate the guest’s request with other departments
• Answer and Respond to incoming telephone calls
• Oversee office equipment maintenance
• Responsible for managing all meeting room reservations and coordinating details with other departments including group agreements and set-up of meeting room.
• Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events
• Type Banquet Event Orders (BEO’s), route event orders to proper departments
• Maintain the filing system
• Maintain the trace System
• Set up new files as needed
• Maintain weekly Reader file
• Responsible for spelling accuracy and professional appearance of correspondence
• Inventory and maintain office supplies
• Produce weekly productivity reports for sales meetings
• May be asked to take accurate minutes of all sales meetings
• Perform site inspections when no sales manager is available
• Provide assistance to group leaders when necessary
• Responsible for timely completion of monthly group status report
• Perform other duties as assigned
• Take every opportunity to amaze the guests
• Ensures all guests are being treated in an efficient and courteous manner and that all Company standards are being applied.

Qualifications and Requirements:

• High School diploma /Secondary qualification or equivalent.
• Experience with Marriott, Hilton, IHG, Wyndham or Hyatt processes and standards.

Salary

The pay range for this position is $18.00 to $20.00 per hour, based on experience and qualifications.

This job requires the ability to perform the following:

• Proficient in Microsoft Word, Excel and PowerPoint
• Available to meet Guests and assist with welcome/check-in which may include week-ends
• Basic administrative knowledge such as business letters and telephone etiquette
• Extremely well organized and detail oriented.
• Ability to read, write and speak English, with excellent grammar and communication skills (written and verbal)
• Positive interaction with colleagues and guests.
• Excellent customer service skills are required.
• Self-motivated and ability to work with minimal supervision.
• Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems
• Must be able to sit at a desk for up to 8 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis
• Must be able to lift up to 15 lbs. occasionally
• Requires grasping, writing, standing, vending, repetitive motions, climbing, listening and hearing ability and visual acuity
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception
• Requires manual dexterity to use and operate all necessary equipment
• Must have finger dexterity to be able to operate office equipment including computers, fax machines, copiers, printers and calculators. Must be able to type 50 wpm.

Other:

• Being passionate about people and service.
• Strong communication skills are essential when interacting with guests and employees.
• Reading and writing abilities are used often when completing paperwork, logging issues/complaints/requests/ information updates, etc.
• Basic math skills are used frequently when handling cash or credit.
• Problem-solving, reasoning, motivating, and training abilities are often used.
• Have the ability to work a flexible schedule including nights, weekends and/or holidays.

Amazing Benefits At A Glance:

• Team Driven and Values Based Culture
• Medical/Dental/Vision
• Vacation & Holiday Pay
• Same-day pay available
• Employee Assistance Program
• Career Growth Opportunities/ Manager Training Program
• Reduced Room Rates throughout the portfolio
• Third Party Perks (Movie Tickets, Attractions, Other)
• 401(k)
• Employee discount
• Flexible schedule
• Flexible spending account
• Life insurance
• Parental leave
• Referral program