Group Reservations Coordinator

Date:  Aug 4, 2022
Property:  RPH (0023)

Newport Coast, CA, 92657

Division:  Resort at Pelican Hill (RPH)
Req ID:  40217

Position Summary:

Job Duties:

  • Know and understand all rooms, rates, activities, hours of operation and experiences of the resort.
  • Accurately entering all group rooming list.
  • Ensuring all group contracts match blocks in Opera.
  • Monitoring all group blocks and cut-offs.
  • Processing all reservation requests per group sales and catering.
  • Ensuring all proper billing and routing is done accurately and to group specifications.
  • Review all resumes and ensure all details are accurate and communicated to coinciding departments.
  • Ensure all traces, comments, and alerts are pertinent, and accurate.
  • Attends and participates in pre-con meetings, and any sales & conference service meeting that are required.
  • Produces and sends out group pick-up reports to appropriate management and executive team.
  • Initiates the programming of Spa Services, or golf when not pre- booked in the contract. 
  • Keeps all group files current.
  • Produces a group revenue loss /wash report.
  • Ensures all group market codes, rate codes, and source codes are accurate and match.
  • Ensure all group availability reports, no-show reports are adhered to and processed.
  • Audit all individual group reservations to ensure accuracy.
  • Process any individual group reservations deposits.
  • Process gift cards that may be requested by group.
  • Ensure all necessary changes are being done in a timely and accurate fashion.
  • Ensure all changes are processed are accurately filed in group files.
  • Assign all appropriate room requests as requested by contracts, resumes, sales requests.
  • Communicate directly with the assigned group contact.
  • Answer in-coming reservation calls at peak times.
  • Perform any other tasks and projects as assigned.

Minimum Qualifications / Other Expectations:

  • One to two years experience in a reservations sales position. Answering phones, describing experiences and converting calls into bookings.
  • Excellent communications skills and ability to interact on all levels; professional image and demeanor.
  • Strong knowledge of hotel PMS system and various business applications, such as spa, and golf.
  • Ability to work independently with a sense of urgency.
  • Strong Word, Excel, and Outlook.
  • Ability to work under pressure; Must be organized and able to multi-task. Outgoing, team-oriented and creative.

About Us:
The Resort at Pelican Hill (a part of Irvine Company’s Coastal Collection) is one of the world’s finest Five-Star, Five-Diamond destinations offering unparalleled service and luxury.

Perched upon 504 acres of unrivaled coastal beauty, The Resort at Pelican Hill is a world unto itself with seven exceptional dining options, 36 holes of world-class golf and the #1 Spa in California.

Our employee community is comprised of hard-working, dedicated hospitality professionals who create memorable experiences that stay with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles