Group Housing Coordinator Details

Group Housing Coordinator

JW Marriott Indianapolis - Indianapolis, IN

Employment Type : Full-Time

Summary:

Providing excellent customer service while confirming, coding, and processing reservations in multiple reservation systems. In this position you will provide support to various levels of event managers while also working closely with the front desk and rooms’ control.

Responsibilities

• 
  Maintain thorough knowledge of FSPMS, CI/TY, Marsha and GroupMAX/Passkey-Accurately input Group Rooms Commitment/Block into Marsha and GroupMAX/Passkey-Reserve suites, contractual concession rooms, and other special requests as assigned
• CI/TY:Complete Group Housing CI/TY tasks on daily, weekly and as-needed basis-Check Activities daily and complete assigned Activities in a timely manner-Review New Definite groups assigned to delegated Event Manager(s)-Create Group Master Accounts via CI/TY in the Billing tab-Enter correct Mini-Hotel Codes under Room Blocks tab as they are built-Ensure Activities are marked done upon completion
• Marsha-Build Mini-Hotels utilizing the e-Tools builder found on Marriott Global Source (MGS)-Ensure Opportunity and Quote numbers are accurately entered-Ensure IATA number is entered and Commission Indicator box is checked for commissionable groups-Ensure Group’s Facts page is accurate and fully informative-For groups with extraordinary or unexpected reservations needs, ensure clear communication with Reservations Center-Maintain accurate inventory throughout planning process as block evolves (i.e. release rooms at cutoff, add rooms with addendums, updating facts as changes occur, etc.)-Maintain awareness at all times of group’s inventory levels, making approved adjustments as needed to ensure satisfaction
• FSPMS-Review PMS for Marsha exceptions reservations with group Market Codes-Ensure contractual suites are blocked into a room and M4/M5 SRQ code is added-Ensure all necessary SRQ codes are added to special attention reservations:-VIP/Feather Free/Accessibility/Rollaways/Cribs/Amenity/etc.-Ensure Travel Agent (T/A) indicator is turned on for commissionable groups-Verify accuracy of Master Account routing of charges
• GroupMAX/Passkey-Build Events in the system utilizing the operational checklist provided-Accurately enter rooming lists upon receipt from group contact, remit updated list with confirmation numbers.-Maintain accurate inventory throughout planning process as block evolves (i.e. release rooms at cutoff, add rooms with addendums or as instructed, etc.)-Update reservations with changes as received-Send Reservation Link when prompted by Event Manager(s)-At 45 days prior to event’s arrival, check rooming list for duplicate reservations and send email(s) to guest(s) to ensure reservations are needed
• Outlook: After building a group in CI/TY, GroupMAX, and Marsha, ensure:-Groups 100+ peak (requiring a GI Sheet) have calendar reminders for 90 days out, 60 days out, and 30 days out-All groups have calendar reminders for the cutoff date
• General Items of Interest: -Associate will be expected to carry out instructions and fulfill position responsibilities in a timely fashion and with attention to detail
• Pre-Event:-Ensure that the Event Manager for group is copied on all client correspondence and kept up to date with all changes relating to the event-Validate and provide information requested from Event Manager(s) for Resume/Cover Sheet, including Special Attention Reservations, VIP’s, Special Billing, Complimentary Rooms, etc. -Ensure client requested Pickup updates are completed on time and with accurate information-Advise Event Manager(s) in advance of potential attrition charges
• During Event:-Keep Event Manager(s) updated with group’s pickup, GNS’s, attrition counts, etc.-Upon request, meet with group representative to review pickup, GNS’s, etc.
• Post-Event:-Ensure Post Convention Report has been accurately completed with actualized numbers-Ensure GI Sheet has been completed accurately with actualized numbers-Ensure Group File folder on shared drive is organized, the files are named per naming standard, and there are no duplicate documents
• Associate will be expected to attend meetings as assigned
• Daily Rehearsal (Daily):-Associate will arrive on time to the meeting and prepared with items of interest to report to the group
• Group Housing/Rooms Control Meeting (Weekly):-Associate will arrive on time and come prepared for meeting, having reviewed resume packet and meeting agenda sent by Group Housing Manager and Front Office Manager
• Pre-Convention Meetings (As Needed):-Associate will arrive on time to the meeting and prepared with any copies needed for client(s) and Event Manager:-Pickup/Pace Report-Current Rooming List-Contractual Concessions Assignments-Complimentary rooms count (for 1/per’s)-Attrition information-Group’s File folder

Other Information

COMPETENCIES

• Analysis Skills
• Experience
• Organization/Planning
• Stress Management
• Customer Focus
• Team Player
• Oral Communication

SKILLS
Prefer candidate to have CI/TY, Marsha, PMS, and Group Max experience but not required.

EDUCATION/EXPERIENCE
High School Diploma is required, college degree would be preferred.WORKING CONDITIONSPosition requires sitting at a desk for 8 hours working mostly on a computer and answering phones.

FULL TIME BENEFIT OVERVIEW

• Medical, Dental, and Vision
• Life Insurance
• Employee Assistance Program (EAP)
• 401(k)
• Vacation and Paid Time Off (PTO)
• Tuition Reimbursement
• Complimentary and Discounted Rooms

Location Code: 2554