Reservations Coordinator - Ketchum, United States - HayMax Hotels LLC

Description

Job Description

Job Description:

The Reservations Coordinator at HayMax Hotels is a key role in ensuring exceptional guest service and maximizing revenue for the company. Based in Ketchum ID, the Reservations Coordinator will be responsible for managing reservation inquiries, creating packages, and supporting group reservations for multiple properties. They will also handle wholesale accounts, assist with direct booking initiatives, and ensure accuracy in future reservations and VIP management. The ideal candidate will have a passion for sales and guest service, excellent communication skills, strong attention to detail, and the ability to prioritize and problem-solve in a fast-paced environment. Previous hospitality or sales experience is preferred, along with proficiency in Microsoft Office and the ability to adapt to different software programs. This position offers an opportunity to be part of a modern luxury hospitality culture that values teamwork, individuality, and exceptional guest experiences.

Location: Ketchum, ID

Start Date: ASAP

Employment Type: Full Time, Non-Exempt

Schedule: Varies, must be available to work holidays and weekends

Category: Reservations

Job Responsibilities:

• Conversion of reservation inquiries for the Aspen and Idaho properties, Tamarack Lodge and Hotel Ketchum.
• Answer Reservations calls for all HayMax Hotels.
  
• Assist with the creation and development of reservations packages for all hotels.
• Support management as directed with executing site tours and with establishing strong community partnerships.
• Responsible for managing all wholesale accounts and wholesale billing, including communicating any changes and blackout dates.
• Work in conjunction with the Sales Manager/Reservations Supervisor on Wedding Accounts in Ketchum in order to manage all space available weddings, including building space available booking links.
• Act as the Wholesale Coordinator, managing wholesale reservations requests and wholesale billing (working with Reservations Supervisor), including communicating any changes and blackout dates.
• Step in to assist Sales Manager with booking groups, site tours, hosting FAM's, attending community events, and sales trips as needed.
• Act as the Group Reservations Coordinator for Aspen groups, this includes managing rooming lists, deposits, and billing accuracy. Assist with management of Ketchum groups when Ketchum group reservations coordinator is out of the office.
• Responsible for ensuring all future reservations are audited and guest requests are being managed prior to guest arrival. Work directly with Ketchum's front desk to ensure guests receive any needed package items/F&B credit/Amenities.
• Support the direct booking initiative from a reservations and front desk standpoint, assisting in converting OTA bookings to direct bookings.
• Responsible for auditing all future reservations for accuracy and ensuring guest requests are met. Block rooms in a way to ensure the highest levels of guest satisfaction.
• Manage all VIP reporting, VIP reservations, and assist with executing VIP amenities.
• Assist in any additional assigned projects and tasks as directed by management.
• The duties of this position may change from time to time. HayMax Hotels reserves the right to add or delete duties and responsibilities at their discretion. This job description is intended to describe the general level of work being performed. It is not intended to be all-inclusive.

Knowledge, Skills and Abilities:

• Enthusiasm and passion for hotel sales and guest service; the ability to connect with people over the phone and in person.
• Detail oriented; able to produce a high-level volume of work while maintaining consistent accuracy.
• Effective oral and written communication skills.
• Ability to establish and maintain effective working relationships.
• Able to organize work, meet critical deadlines, and follow up on assignments with minimal direction.
• Ability to prioritize when dealing with multiple outstanding tasks.
• Apply problem solving and creative thinking to difficult situations.
• Ability to use sound judgment when in stressful situations.
• Knowledge of business telephone etiquette and phone sales techniques.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Work Environment / Physical Demands:

• Work is generally confined to a standard office environment when on-site
• Occasional travel may be required
• No unusual physical demands are associated with this position

Education and Experience:?

• High School diploma or GED
• Hospitality/Sales Experience preferred
• Proficiency in Microsoft Office
• Able to learn and adapt to different software programs

Benefits:

• Annual and Seasonal Bonus Opportunities
• Medical/Dental/Vision
• Hotel Discounts
• IRA Retirement Plan
• Paid Vacation, Sick and Volunteer Days
• Employee Incentive Programs
• Discounted Bus Passes

For more information, contact:

HayMax Hotels is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.