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Posted 10 Feb

Tour & Groups Coordinator - NVD Hotels - Best Western Gold Rush Inn, Coast High Country Inn, Edgewater Hotel

Whitehorse Full Time

Tour & Groups Coordinator - NVD Hotels; Best Western Gold Rush Inn, Coast High Country Inn, Edgewater Hotel

General Summary:

As the Tour & Groups Coordinator, you are part of the Conference and Group Sales Department who is responsible for managing the after-sales reservations tasks associated with the Hotel’s group business segment. You will provide the highest level of guest service for our Tour, FIT (Fully Independent Traveler), Group Corporate, Conference, Convention, and SMERF business, promoting our services and products while selling to new and existing clientele. Our Hotels are host to many social events, conferences and meetings. As part of our mission, people-centric and performance minded, and as such we pride ourselves on supporting, encouraging and coaching our fellow Team members to provide outstanding Guest care and satisfaction.

This positon reports to the Conference and Group Sales Manager.

If you have:

  • Experience in Hotel Reservation systems, Excel, Microsoft Word, Outlook
  • Excellent verbal and written communication skills
  • Excellent organizational skills
  • Ability to multitask, with attention to detail
  • Excel in Customer Service
  • Principle Duties and Responsibilities:

     Preparing proposals and/or contracts to advise prospective guests primarily of the hotel rooms and rate availability. Calculate and quote prices within guidelines for the same.

     Input groups into the PMS, ensuring inventory is accurately blocked and billing is set up.

     Reviews sales contracts with Conference & Groups Sales Manager, as well as other key details such as room blocks, cut-off date, special concessions and attrition clauses and validate with clients.

     Creates and distributes group information, communicate any changes to appropriate departments and people in a timely manner.

     Inputs rooming lists, makes all changes/cancellations to group reservations and communicates with key group contacts and internal team members as necessary.

     Recommends enhancements and or upgrades to maximize revenue in conjunction with the Revenue Manager.

     Works with the Accounting team to complete the final bill review with client. Confirm payment information.

     Field calls from the Sales Office or clients checking availability, booking or changing group rooms.

     Communicates with Sales clients regarding group reservations and requests pertaining to these reservations.

     Communicates with the Sales Department regarding questions that stem from groups.

     Develops and maintains tour files;

  • Audit and verify group inventory, including pickup and cut-off dates.
  • Track weekly group pickup.
  • Perform pre and post audit/evaluation reports for groups as requested.
  • Originate and maintain all group files in an orderly fashion.
  •  Perform block maintenance by releasing, updating, increasing block allocation 45/30/21/14 days from date of arrival as per contract and conditions.

     Manage the 3-days out report for FIT and tour to ensure smooth check-in and billing.

     Promotes and encourages inter departmental cooperation and communication so that customer service and overall guest satisfaction is at an optimum level.

     Work closely with the Conference & Group Sales Manager, and Front Desk Supervisor to ensure accurate representation of Group, tour and FIT (Fully Independent Traveler) business on the books.

     Be the first point of contact for all related business enquiries and respond to them within 24 hours

    Quote room availability to tour and FIT based on contracted space and available space.

     To set up all FIT reservations with rate codes and billing prior to giving the Front Desk Supervisor, or FD Agents for entering.

     To cross train and work closely with Front Desks at all three hotels, insuring that Group rooming lists and billing information is entered correctly, ensure Agents are aware of new promotions or special offers contracted with tour operators.

     Work with the Conference & Group Sales Managers to facilitate special promotions and programs to ensure all involved departments are prepared to and deliver services.

     Assist Front Desk Agents in Group reservations activities and ensure Agents are aware of new promotions or special offers contracted with tour operators.

     Creates and distributes BEO’s for all Tour/FIT dining when applicable.

    Must be eligible to work in Canada

    Additional Application Instructions

    We thank all applications, only those who are screened in for an interview will be contacted. thanks you!

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