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Job Summary
Role Overview The Groups Reservationist is responsible for the efficient handling and coordination of group; conference, series, and tour bookings across a multi-property hospitality collection. The role ensures accurate system management, clear interdepartmental communication, and a seamless booking journey from enquiry to arrival. This position requires strong attention to detail, excellent organisational skills, and the ability to manage multiple group bookings while maintaining high service standards and commercial accuracy. Key Responsibilities Group & Series Reservations Manage group, conference, and series reservations from initial enquiry through to confirmation and arrival. Load; update, and maintain group bookings accurately on the PMS. Prepare and issue quotations, confirmations, and contracts in line with approved rates and policies. Manage rooming lists, cut-off dates, allotments, amendments, and special requirements. Coordination & Internal Communication Act as the key liaison between Reservations, Sales, Front Office, Finance, and Operations. Ensure all operational departments receive complete and accurate group information timeously. Communicate changes, cancellations, and updates clearly to internal teams and clients. Billing & Financial Accuracy Apply correct billing instructions, deposits, and payment terms. Liaise with Finance regarding proformas, invoicing, and outstanding payments. Ensure financial accuracy in all group bookings and contracts. Systems; Reporting & Controls Maintain accurate group data and documentation on reservation systems. Monitor pick-up, cut-off dates, and release periods in line with policy. Compile group arrival lists, forecasts, and management reports as required. Client Service & Relationship Management Deliver professional, efficient, and courteous service to tour operators, travel agents, and corporate clients. Respond promptly to queries and resolve issues in a calm, solutions-driven manner. Maintain strong working relationships with key trade partners. Experience & Skills Experience Minimum 2–3 years’ experience in hotel, lodge, or resort reservations. Proven experience handling group and series bookings . Experience working within a multi-property or high-volume environment advantageous. Familiarity with PMS systems (Opera, Protel, MEWS or similar). Skills & Competencies Exceptional attention to detail and accuracy. Strong organisational and time-management skills. Clear and professional written and verbal communication. Ability to manage multiple bookings, deadlines, and priorities. Solid understanding of rates, deposits, and billing procedures. Personal Attributes Methodical; calm, and reliable. Service-driven with a professional approach. Comfortable working independently and as part of a team. Adaptable in a fast-paced, deadline-driven environment. Working Environment Office-based reservations role. Standard hospitality working hours with flexibility during peak group periods.
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