Reservationist

Location: Constantia

The Reservationist is responsible for managing all accommodation reservations efficiently and accurately to maximise room occupancy and revenue. This role serves as a key link between guests, the front office, sales team, and other hotel departments, ensuring excellent service delivery from the point of enquiry through to arrival.

Key Duties and Responsibilities
Process FIT reservations via telephone, email, fax, central reservation systems, and online channels
Handle reservation requests received from sales offices, travel agents, tour operators, and internal departments
Maintain detailed knowledge of room types, layouts, amenities, and availability
Understand and apply current room rates, packages, promotions, and group rates
Accurately apply the hotel’s credit and payment policies to all reservations
Create, update, and maintain reservation records by arrival date and alphabetically
Prepare and send reservation confirmations and related correspondence
Communicate all reservation details clearly to the Front Office and relevant departments
Process amendments, cancellations, and no-shows promptly and accurately
Ensure compliance with the hotel’s guaranteed reservation and no-show policies
Process and monitor advance deposits and payment confirmations
Track room availability and assist with forecasting occupancy levels
Assist with pre-registration and arrival preparation where required
Maintain accurate filing and reservation documentation
Conduct daily checks on arrivals, traces, and provisional bookings
Compile and submit weekly group and forecast reports
Handle daily guest and agent correspondence professionally
Ensure all reservation systems and records are kept up to date

• Carry out any reasonable tasks or requests as required by management

Matric (Grade 12) – essential
Qualification in Hospitality, Tourism, or Hotel Management – advantageous
Previous experience in a reservations or front office role within hospitality
Strong knowledge of reservation systems (e.g., Opera, Nights Bridge, Semper, or similar)
Good understanding of hotel operations and room inventory management
Excellent communication skills (verbal and written)
Strong organisational and administrative abilities
High attention to detail and accuracy
Ability to work under pressure and manage multiple bookings simultaneously
Good computer literacy (MS Office – especially Excel and Outlook)
Strong customer service orientation
Ability to work shifts, weekends, and public holidays when required

Key Competencies
Excellent interpersonal and communication skills
Strong problem-solving ability
Time management and organisational skills
Ability to work independently and as part of a team
Professional telephone etiquette
Reliability and attention to detail

• - Ability to maintain confidentiality and accuracy