Guest Package Coordinator

JOB OVERVIEW:

Responsible for receiving and documenting all goods and materials ordered by the Purchasing Buyer. The Receiving Clerk will notify the Purchasing Buyer of discrepancies in the order and document items not on the original purchase order, damaged items, or items that have passed their expiration date.

REPORTS TO: Guest Services Manager and Guest Services Supervisor.

SUPERVISES: N/A.

WORK ENVIRONMENT:

Purchasing/Receiving Offices, Receiving Dock and all hotel Storerooms, Refrigerators and Freezers.

Job involves working:

• under variable temperature conditions (or extreme heat or cold).
• under variable noise levels.
• outdoors/indoors.
• around fumes and/or odor hazards.
• around dust and/or mite hazards.
• around chemicals.
  

KEY RELATIONSHIPS:

Internal: Guest Services Department, Purchasing/Receiving Department, and hotel staff.

External: Hotel guests/visitors, vendors and contractors.

1. Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
2. Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
3. Anticipate guests’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
4. Maintain positive guest relations at all times.
5. Resolve guest complaints, ensuring guest satisfaction.
6. Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
7. Set up and organize workstation with designated supplies, forms and resource materials; report shortages to supervisor.
8. Assist Storeroom Clerks during periods of low activity.
9. Receive all packages from Fed Ex, UPS etc.
10. Log packages into Track It system
11. Leave notification of package receipt for guests.
12. Ship all packages as requested by guests, including packaging if necessary.
13. Handle discrepancies/ damaged deliveries.
14. Post all charges to guest room or accounts receivable number.
15. Transfer packages between departments as necessary.
16. Follow Partial Shipment Procedure, if applicable.
17. Interact with carriers as necessary to insure proper receipt and delivery of guest packages.
18. Collect outgoing mail and take to post office.
19. Keep record log of all packages shipped out of hotel.
20. Maintain work area in a neat and clean manner at all times.

SECONDARY JOB FUNCTIONS

• Document maintenance needs on work orders and submit to Manager/Supervisor.
  

STANDARD SPECIFICATIONS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Essential:

• High school graduate.
• Fluency in English, both verbal and written.
• Provide legible communication and directions.
• Compute basic mathematical calculations (add, subtract, multiply and divide numbers).
• Ability to:

• perform job functions with attention to detail, speed and accuracy.
• prioritize, organize and follow up.
• be a clear thinker, remaining calm and resolving problems using good judgment.
• follow directions thoroughly.
• understand guests’ service needs.
• work cohesively with co-workers as part of a team.
• work with minimal supervision.
• maintain confidentiality of guest information and pertinent hotel data.
• push and/or pull a cart weighing approximately 100 pounds, including up and down inclines.
• constantly lift and move approximately 75 pounds, including setting and storing in overhead areas.
• ability to carry out all safety and emergency procedures (i.e. fire, crowd control, inclement weather or bomb threats).
• bend, squat, kneel, climb and reach.
• stand and walk on a continuous basis.
• properly maintain and operate electronic equipment (i.e. calculators, telephone, computers and printers).
• move freely within work areas.
• stand for prolonged periods of time.
• work in temperature extremes.
• satisfactorily communicate with guests, management, associates, co-workers and drivers in a courteous, empathetic and discreet manner. In addition, be able to direct/escort guests to various facilities or functions within the hotel.
• perform basic arithmetic including use of percentages.
• read and write effectively, including maintaining filing system and logs.
• record all food temperatures and expiration dates.
• operate and receive certification for operating electric pallet jacks in accordance with OSHA requirements.
• follow HACP standards on food handling safety.
• operate a motor vehicle (i.e. company pickup truck and passenger van).
• process, sort and distribute packages.
• maintain regular and punctual attendance.
• adhere to Peabody grooming standards.
• exemplify Peabody Service Excellence®.
  

Desirable:

• One year Receiving experience.
• Experience with computers and calculators.
• Experience in Hospitality Industry in similar position.
• Previous guest relations training.
  

Essential:

• Exert physical effort in transporting/lifting up to 70 pounds.
• Endure various physical movements throughout the work areas.