DUTIES WILL INCLUDE, BUT NOT LIMITED TO: • Processes accommodation reservations, by email, telephone or central reservation systems referrals. • Respond within 24 hours to any Group, checking space/rates in system and communicating to respective Manager for further follow up • Knows the type of rooms available as well as the location and layout • Know the selling status, rate and benefits of all packages • Ensure accurate follow up and communication both internally and to the guest/client • Prepares letters of confirmation • Prepare all typed materials like quotations, contracts, change forms and all other required interdepartmental forms accurately • Processes cancellations and modifications and promptly relays this information when required • Understands the Lodge’s policy on guaranteed reservations and no-shows, and implements actions when so required • Processes advance deposits on reservations, and monitors advance deposit requirements • Tracks future room availability on the basis of reservations • Handles daily correspondence. Responds to inquiries and makes reservations as needed. Making arrangements for clients travel programs where required • To liaise closely with management regarding forthcoming VIP’s and group arrivals and to update them weekly on the day of arrival regarding expected times of arrival and departure, special request etc.
To produce and highlight the VIP arrivals as well as other arrivals to ensure a detailed list is provided for each department. • To monitor, control and keep executive management aware of any possible double/overbooking situation of the Lodge, with the intention of achieving the highest possible occupancies, whilst securing and protecting guest loyalty to the Lodge. • To be responsible for the data input on the Lodge System and to update or amend the data where necessary. • To carry out ongoing checks on the availability screen ensuring the maximum inventory is available at all times.
- To be responsible for submitting daily reports and monthly reports in a timeously manner. • Communicates reservation information to the front desk, and prepares expected arrival list for front office use • To be aware of all front office procedures and assist with reception duties when required • Makes sure that files are kept up to date • The reservations office is to always be tidy and staff are responsible for their work stations. Any other reasonable requests made by management
