Job Title: Assistant Group Reservations Consultant
Company:The Legends Agency
Job description: Assistant Group Reservations Consultant
- Salary: R 10,068.00 R 16,700.00 (Depending on experience)
SUMMARY
The Assistant Group Reservations Consultant provides support in managing and coordinating group bookings, ensuring seamless communication between clients and internal departments. This role assists with handling inquiries, processing reservations, updating records, and ensuring all group details are accurately maintained. The assistant plays a key role in ensuring smooth group booking operations while supporting revenue optimization and exceptional guest service.MINIMUM REQUIREMENTS
EDUCATION: Grade 12 or equivalent
EXPERIENCE: Minimum 2 years’ experience in hotel reservations, hotel front office, or a similar role
- Proficiency in hotel reservations systems, Opera preferred
- Understanding of hotel group booking policies and pricing strategies
- Strong verbal and written communication skills in English
Competencies
- Strong organizational and multitasking skills
- High attention to detail and accuracy in handling bookings and contracts
- Ability to work under pressure and meet tight deadlines
- Customer service orientation with a problem-solving mindset
- Strong teamwork and collaboration with other hotel departments
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
DUTIES AND RESPONSIBILITIESReservations Support & Coordination
- Assist in handling group booking inquiries, providing accurate and prompt responses
- Process group reservations, ensuring all necessary details such as rooming lists, meal plans, and special requests are correctly recorded
- Monitor group allocations, release periods, and ensure booking deadlines are met
- Coordinate and update group booking contracts, deposits, and payment schedules
- Assist in preparing quotes and contracts for potential group clients
- Liaise with the revenue team to ensure pricing and availability align with hotel objectives
- Follow up on tentative group bookings and ensure confirmation within the given timeframe
- Update the groups pipeline for all groups
Communication & Client Liaison
- Respond to email and telephone inquiries from travel agents, corporate clients, and event planners
- Provide administrative support to the Group Travel Consultant
- Coordinate with tour operators and corporate clients to confirm booking details
- Act as a secondary point of contact for group clients before, during, and after their stay
- Assist in organizing and facilitating site inspections for prospective group bookings
- Communicate group details and special requests with the relevant departments (Front Office, Housekeeping, Food & Beverage)
Administrative & System Management
- Maintain accurate and up-to-date records in the reservation system and CRM
- Process contracts, invoices, and deposit payments, ensuring timely follow-up
- Ensure group bookings are properly documented and filed for easy access
- Assist in generating reports on group booking performance, revenue, and occupancy trends
- Monitor and update group booking policies and procedures as needed
Revenue & Sales Support
- Upsell additional services such as dining packages, spa treatments, and excursions
- Monitor group booking patterns and assist in identifying opportunities to optimize revenue
- Track and report group booking performance, cancellations, and rebooking trends
- Provide insights to the sales team on market trends and competitor activities
Problem-Solving & Issue Resolution
- Assist in resolving booking discrepancies, last-minute changes, and special requests
- Coordinate with relevant departments to ensure group needs and expectations are met
- Handle urgent booking modifications and communicate changes effectively
- Support in resolving billing and payment issues related to group reservations
REVIEW CRITERIA:
- Accuracy & Efficiency: Ensuring group booking details are correct and updated promptly
- Customer Service: Client feedback and responsiveness to inquiries
- Support Effectiveness: Contribution to the team’s overall performance
- System Utilization: Proper data entry and organization within reservation systems
- Revenue Contribution: Ability to assist in upselling and optimizing group revenue
- Problem-Solving Ability: Effectiveness in resolving booking issues and handling special requests
- Communication & Coordination: Efficiency in liaising with internal departments and external clients
Expected salary: R10068 – 16700 per month
Location: Cape Town, Western Cape
Job date: Sun, 09 Mar 2025 01:27:55 GMT
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