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Group Rooms Manager

Company: Kalahari Resorts & Conventions - Round Rock
Location: Round Rock
Posted on: May 12, 2022

Job Description:

The Group Rooms Manager has the responsibility to serve as the primary housing contact for groups once they are under contract with Kalahari. This position manages group room blocks and supports sales staff.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

-Process contracts and other correspondence in accordance with Kalahari standards.
-Build and maintain all group room blocks in Passkey/V1.
-Ensure proper billing of all group functions.
-Responsible for the completion of all required reports.
-Maintain data and history files per Kalahari standards.
-Communicate all arrangements to other Kalahari departments per Kalahari standards, including group arrival times and transportation needs.
-Communicate changes to arrangements in a timely and organized fashion per Kalahari standards.
-Participate in pre and post-convention meetings with clients and other departments. Arrange proper payment per Kalahari standards.
-Accurately post all charges to group folio and maintain group folios from pre-arrival through departure and resolve any billing disputes.
-Manage all group cut off dates in V1 system.
-Work with clients that have rooms only groups to secure rooming lists and advise of cut off dates.
-Communicate special needs of rooms only groups through Group Resumes and documentation.
-Produce reports documenting and communicating which groups have been cut or adjusted.
-Enter rooming lists.
-Confirm that blocks past their cut-off date are released as expected.
-Document in V1 communications with clients and adjustment to room blocks.
-Monitor group blocks that have been "netted down" to ensure we do not need to add more rooms.
-Assist front desk in pre-blocking and pre-keying groups.
-Run weekly reports for rate meetings.
-Work with local Convention and Visitors Bureau when a large group is using a housing bureau to reserve rooms.
-Fully understand and promote all property marketing programs.
-Submit required reports to Director of Sales on a weekly, monthly, annual basis as requested.
-Periodically assist with monitoring account files and provide annual file audits.
-Participate in weekly sales and staff meetings when requested.
-Solve, rectify and mediate all guest complaints associated with Group room block
-Consistently act in accordance with Company's management relation's philosophy, strategy and procedures as well as Company policies and procedures and department SOP's.

-Participate in the Daily Promise meetings, to ensure optimal communication between entire staff.
-Understand all duties of Sales, Catering, and Conference Service Teams and assist when needed.


-General knowledge of the practices and procedures of the Resort and Convention Center.
-Ability to understand sales booking systems and Microsoft Word and Excel programs.
-Must willing and able to learn in-house sales/catering software and PMS.
-Knowledge of Passkey, Salesforce Advanced and Visual 1 (V1) preferred, but not required
Supervisory Responsibility

Position Type and Expected Hours of Work
This is a full-time position, with various work hours and days, based on business needs. This position regularly requires evening, weekend and holiday work. This position is eligible for overtime pay.

Preferred Education and Experience

-Four-year Bachelor's Degree in Hotel Management and/or four-year Bachelor's Degree are helpful but not required.
One year of directly related experience, or any equivalent combination of experience and training in events management, hotel/resort front office, reservations, sales and/or conference service background.

Keywords: Kalahari Resorts & Conventions - Round Rock, Round Rock , Group Rooms Manager, Executive , Round Rock, Texas

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