Sales & Groups Coordinator

Additional Information

Job Number

Job Category Sales & Marketing

Location Building 173, Road 2803, Manama, Bahrain, Bahrain,VIEW ON MAP

Schedule Full Time

Located Remotely? N

Position Type Non-Management

Description for Internal Candidates

This position reports to the Director of Sales and Distribution. He/she performs daily quality checks, ensures that all tasks are performed to The Ritz-Carlton standards. He/she is involved in scheduling and small projects to enhance Sales & Marketing services. Manage mini hotel inventory and ensure rate and market code accuracy in MARSHA and OPERA / Power of M. Submit reports outlining group performance for past, present, and future groups, focusing on groups past and approaching their cut-off dates.

Process billing, room blocking, and other reservation tasks for groups. Ensure optimum service to bookers, guests, meeting planners, and other departments.

The primary responsibilities of the role include:

• Provide administrative support for the Sales Executives, Sales Managers, Director of Business Travel, Director of (Segment) Sales, and Director of Sales and Distribution.
• Filing system must be accessible and accurate at all times.
• To have a tracing system for follow-up work by the sales personnel you are assigned to.
• Department’s policies and procedures, training and development manuals, and relevant sales and marketing reports.
• Minute meetings, transcribe and distribute to all relevant parties.
• Retrieve and deliver departmental mail.
• Highest level of phone responsiveness within the department. Phone coverage must be available from 09:00 to 17:00 hours.
• Assist in the preparation of the hotel’s month – end report and annual budget.
• Participate in daily Sales Line-up, weekly Sales Meeting, and other business-related meetings and functions.
• Availability and storage of sales – related collateral.

• Ensures that all reservations are handled according to Ritz Carlton Brand Standards.
• Handles reservation requests received in an accurate, complete and timely manner.
• Has full knowledge of FIT reservations and able to handle ERS and Wholesale reservations and assists in these areas when needed
• Ensures that guest and blocks profiles are linked to the reservation.
• Ensures 100% accuracy of Market Segmentation in groups
• Ensures that all amendments and changes are updated in the system.
• Notes and follows up on guest preferences and special requests.
• Monitors group activity with Reservation Manager, Revenue Manager, Director of Sales and Dir of CCS.

• Ensures that all pertinent information is provided to bookers, guests and sales managers and all special requests are communicated to the CCS manager and Front office.
• Ensures all group requirements are entered completely and accurately.
• Maintains confidentiality of all guest information.
• Maintains complete knowledge of upcoming and in-house groups and communicates any necessary information
• Communicates status of groups – groups approaching cut-offs and full blocks to Revenue manager & meeting planers.
• Attends daily line-ups and communicate all challenges and successes with the rest of the team.
• Promptly, accurately and consistently reports all guest incidents and how they were solved.
• Attends designated meetings prepared with information related to group reservations.
• Prepares and hosts weekly group communication meetings with Revenue/Sales/CCS
• Delegates groups and tasks among the Group Reservations team
• Attends Resume and Internal meetings in relation to events with rooms in the hotel

• Ensures ongoing training and development of Group Reservation Agents (wherever applicable)

• Performs all tasks as detailed in daily task list.
• Processes visa applications for groups.
• Produces weekly group tracker in the absence of the Group Reservations Supervisor.
• Maintains the cleanliness and tidiness of the work area at all times.
• Participates in related project teams.
• Ensures group files are accurate and up to date.
• Ensures accurate billings for groups.

• Has in depth knowledge about room types and their features.
• Has in depth knowledge about Restaurants, resorts,…