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    Reservations Agent - Honolulu, United States - Roberts Hawaii

    Roberts Hawaii
    Roberts Hawaii Honolulu, United States

    2 weeks ago

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    Description

    ** Reservations Agent**

    **Job Category****:** General - Non SS **Requisition Number****:** GROUP001227 Showing 1 location **Job Details**

    **Description**

    **Group Sales Coordinator**

    **Department:** Groups

    **Reports to:** Group Sales Manager

    **Status:** Exempt

    **1. Job Purpose/Objective:**

    The Group Sales Coordinator is responsible in conjunction with Sales Manager or Representative for the overall coordination of groups for Agency and non-agent contracted programs. Handles all reservations aspects of a group. The contracted programs range in size from 1 1,000+ attendees. Services provided include, but are not limited to, working closely with the Sales Manager or Representative responsible for the group, answering inquiries, providing quotes, confirming orders, typing contracts, coordinating with in-house transportation and staff services and client correspondence relating to reservations and other group reservation functions.

    **2. Essential Job Functions:**

    Incumbent may perform any or all of the following:

    Ensure prompt, efficient reservation service is given for the booking of group reservations.

    Demonstrate good organizational skills to keep multiple elements in order

    Receive inbound calls of inquiries and reservations

    Follow up on calls, inquiries, tasks, etc

    Accurately input group reservations in the proprietary computer system

    Maintain working knowledge of island locations, routes, venues, and its policies

    Maintain accurate records of group service files

    Assist Manager with data inputting for forecasting and similar reports

    Effectively work with Sales Team to execute and manage the contracted program on site

    Check and process orders received via phone, email, fax, sales managers and or any other source

    Book and reconfirm all outside vendors (Non-Roberts Products)

    Reconfirm reservations information with customer via phone recap, email, or fax

    Effective use of the company proprietary system for service orders and reports (Fare Harbor, Hudson, Coach Manager)

    Provide logistical expertise of routes and venues

    Create and maintain all required materials necessary for the onsite execution of program(s)

    Support function for Sales Managers

    Adhere to all company and department policies, procedures, and deadlines

    Meets with agents before and after contract development.

    Be able to provide guidance with routing, locations, vehicle restrictions, and requirements for group itinerary

    Responsible for coordinating group tours and itinerary based on information collected from the client

    Effectively communicate and responds to clients request for quotes on transportation, and other related services

    Collects payment, reconciles orders, creates and closes files.

    Able to process al payments, refunds, commissions and gratuity

    Develop and optimize client relationships for potential future business

    Coordinate, negotiate and confirm arrangements and contracts with suppliers

    Perform other related duties as assigned or requested

    **3. Essential Skills (Minimum qualifications individual must possess when entering position) i.e. skillsets, education, certifications, etc.**

    High School Graduate or equivalent required

    Must have at least 3 year of experience in tours or hospitality in Hawaii

    BS in Business Administration or Tourism and Hospitality preferred (will consider equivalent work experience, or a combination of education and experience

    Previous reservations experience preferred

    Fluent in Microsoft Office Applications (Outlook, Word, Excel, PowerPoint)

    Must type a minimum of 40 wpm accurately

    Excellent writing and interpersonal skills

    Exemplary organization and time management

    Ability to understand Western Motor Tariff (Barn Time, Minimum hours, and rates)

    Ability to communicate clearly and work well in a team environment

    Ability to continually provide stellar customer service

    Ability to respond to inquiries from clients

    Ability to prioritize work and meet deadlines

    Ability to perform positively and accurately in a fast paced environment

    Ability to creatively problem solve

    Familiar with current industry trends

    Flexibility to adjust to changing conditions while maintaining a positive attitude

    Ability to work a flexible schedule, including weekends and evenings with long hours as required

    Knowledge of general locations of all major islands (Oahu, Maui, Kauai, Big Island)

    **4. Working Conditions/Job Environment**

    Fast paced environment

    Able to lift 20+ pounds as necessary onsite

    Extended shifts

    Air Conditioned office

    Desk and chair

    Sitting and working on the computer for extended periods of time

    General office equipment and supplies

    Exposure to potential eye strain and muscle strain due to constant use of computer

    May require inter-island travel

    *The information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.*

    **Qualifications**

    **Skills**

    **Behaviors**

    **:**

    **Motivations**

    **:**

    **Education**

    **Experience**

    **Licenses & Certifications**

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