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Job Description
Posting Date Sep 22, 2020
Job Number 20055295
Job Category Reservations
Location W Melbourne, 408 Flinders Lane, Melbourne, Victoria, Australia
Brand W Hotels
Schedule Full-time
Relocation? No
Position Type Management
Start Your Journey With Us
W Melbourne is the rebel between the streets, taking its design cues from Australia’s cultural capital and providing the back-lane entrance keys to what’s New/Next in the city. Extending the laneway culture inside, 294 bold rooms and suites peel back the layers and revel in the city’s history. There are five electric and daring bars and restaurants within the hotel, plus over 800 square metres of ultra-modern event space. W Melbourne is set to be the place to see and be seen in.
Boldly coloring outside the lines of luxury, W turns the traditional notion of the extravagant hotel on its head. Our irreverent attitude and taste for excess redefine revelry for the modern jet set. Our guests have a lust for a life less ordinary that drives them to demand more, experience it all, and hit repeat.
We share our guests’ passions, providing insider access to what’s new and what’s next. Moderation is not in our vocabulary and we know that lust for life demands more, not less. W guests soak it in and live each day with a mantra: Detox. Retox. Repeat. If you’re ready to create the energetic W scene that is magnetic to everyday disruptors around the world, then we invite you to explore a career with W Hotels.
ROLE PURPOSE
Responsible for soliciting and managing of reservations sales-related opportunities. Manages and provides training and work assignments to Reservations Sales staff. Actively up-sells each business opportunity to maximize revenue opportunity. Achieves personal and team related revenue goals. Responsible for driving customer loyalty by delivering service excellence throughout each customer experience. Provides service to our customers in order to grow share of the account on behalf of the company. Conduct their duties in a safe and efficient manner, in accordance with the hotel’s policies and procedures, ensuring that a high level of service is maintained and ensure PCI compliance is adhered to at all times.
CAST KEY RESPONSIBILITIES
Education and Experience
High school diploma or GED; experienced (1 – 2 years of experience) in the event management or related professional area OR
2-year degree from an accredited university in Hotel and Restaurant Management, Hospitality, Business Administration, or related major; at least 1-year experience in the event management or related professional area required.
F.I.T & Group Reservations
Create and update the H.I.D. (How It’s Done) for Reservations department and well communicate and train the reservations team and related departments
To mentor, coach, train and empower the team members on the various reservations processes
Monitor associates to ensure all calls, internal/external, are answered promptly and in a friendly manner complying with the hotel policy
Monitor and ensure the inputting of all reservations is completed in a timely manner so that reservations on the books reflect a true picture of business currently held
Be fully conversant with facilities and services of the hotel and product offerings, including room configurations, banqueting facilities and the operating times of all beverage and food venues
Ensure the effectiveness of the reservations team in selling the appropriate rates/packages at the appropriate time
Conduct detailed arrival checks to ensure guest details, payment method, special request, VIP and amenity arrangement etc are accurate. Traces and Alerts are set for related departments to deliver a smooth check in process
Check reservations booked on the previous day to identify booking trend (segment/rate codes guests are buying into), VIP, High-paying guest, special requests, potential mistakes etc
Follow up on Daily log / No show / late cancellation / refund / chargeback
Ensure compliance to W Melbourne and Marriott brand standards in the sales process by all the Reservations associates
Effectively implement and support all Marriott related programs
Work closely with Sales & Events team to monitor Group Reservations
Follow up group deposits, rooming list, group summary, billing and commission based on contract
Ensure Group Housing process is done properly in MARSHA & Opera. Inventory is balanced based on cut off days
To work as and where directed by Management plus follow all reasonable requests
Maintain close communication with the Welcome team and other relevant areas to share and disseminate information.
Delegate duties as required to ensure the efficiency of the department and maintain effective follow up on those duties
Liaise with Financial team and process TA commissions via CTAC
Guest Satisfaction
Monitor and report on up-selling, Loyalty member enrolment and Guest Satisfaction targets, and any other tracking and reporting as required
Ensure that all guest complaints are handled promptly and effectively. Communicating this to the appropriate Department to improve service delivery
Co-ordination of all aspects of the departments operation to ensure that the services of the Department are delivered to guests or internal customers with the aim of exceeding guest expectations and in accordance with hotel’s standards and procedures
Analyse and respond to guest feedback, guest satisfaction and employee satisfaction information; and give a positive commitment to continuous improvement of product and performance in line with Brand Standards
Get to know our guests so they feel special and recognized every time. Try to create personal connection with them and utilizing not only the information gained but also GXP to ensure their individual expectations can be met or exceeded on every stay at any property
Customer Engagement Centers
Ensure audit calls to CEC are conducted weekly
Maintain regular contact with CEC Liaison and provide timely feedback to CEC on issues impacting the customer and hotel
Ensuring the distribution of promotions and communication materials to CEC and all reservations and Welcome team talents and brief them on the inclusions, rate code and effective selling skills of such
Revenue Management & Systems
Ensure MARSHA OXI audit and inventory compare reports are checked daily and work with SNOW to resolve errors
Manage rate availability and inventory in coordination with the Director of Revenue Management
F.I.T & Group Reservations
Create and update the H.I.D. (How It’s Done) for Reservations department and well communicate and train the reservations team and related departments
To mentor, coach, train and empower the team members on the various reservations processes
Monitor associates to ensure all calls, internal/external, are answered promptly and in a friendly manner complying with the hotel policy
Monitor and ensure the inputting of all reservations is completed in a timely manner so that reservations on the books reflect a true picture of business currently held
Be fully conversant with facilities and services of the hotel and product offerings, including room configurations, banqueting facilities and the operating times of all beverage and food venues
Ensure the effectiveness of the reservations team in selling the appropriate rates/packages at the appropriate time
Conduct detailed arrival checks to ensure guest details, payment method, special request, VIP and amenity arrangement etc are accurate. Traces and Alerts are set for related departments to deliver a smooth check in process
Check reservations booked on the previous day to identify booking trend (segment/rate codes guests are buying into), VIP, High-paying guest, special requests, potential mistakes etc
Follow up on Daily log / No show / late cancellation / refund / chargeback
Ensure compliance to W Melbourne and Marriott brand standards in the sales process by all the Reservations associates
Effectively implement and support all Marriott related programs
Work closely with Sales & Events team to monitor Group Reservations
Follow up group deposits, rooming list, group summary, billing and commission based on contract
Ensure Group Housing process is done properly in MARSHA & Opera. Inventory is balanced based on cut off days
To work as and where directed by Management plus follow all reasonable requests
Maintain close communication with the Welcome team and other relevant areas to share and disseminate information.
Delegate duties as required to ensure the efficiency of the department and maintain effective follow up on those duties
Liaise with Financial team and process TA commissions via CTAC
Guest Satisfaction
Monitor and report on up-selling, Loyalty member enrolment and Guest Satisfaction targets, and any other tracking and reporting as required
Ensure that all guest complaints are handled promptly and effectively. Communicating this to the appropriate Department to improve service delivery
Co-ordination of all aspects of the departments operation to ensure that the services of the Department are delivered to guests or internal customers with the aim of exceeding guest expectations and in accordance with hotel’s standards and procedures
Analyse and respond to guest feedback, guest satisfaction and employee satisfaction information; and give a positive commitment to continuous improvement of product and performance in line with Brand Standards
Get to know our guests so they feel special and recognized every time. Try to create personal connection with them and utilizing not only the information gained but also GXP to ensure their individual expectations can be met or exceeded on every stay at any property
Customer Engagement Centers
Ensure audit calls to CEC are conducted weekly
Maintain regular contact with CEC Liaison and provide timely feedback to CEC on issues impacting the customer and hotel
Ensuring the distribution of promotions and communication materials to CEC and all reservations and Welcome team talents and brief them on the inclusions, rate code and effective selling skills of such
Revenue Management & Systems
Ensure MARSHA OXI audit and inventory compare reports are checked daily and work with SNOW to resolve errors
Manage rate availability and inventory in coordination with the Director of Revenue Management
Assist the Director of Revenue Management to configure systems including HPP, Opera, MARSHA and One Yield, etc.
Load and maintain rates in HPP/MARSHA as per instructions and standards in a timely manner.
Assist with the effective maintenance of One Yield and other Revenue Management tasks as and when required
Liaise and address LNF concerns/issues with the Director of Revenue Management.
Support the Director of Revenue Management regarding company programs including but not limited to ERS, CI, eFast, EPIC, etc.
Build relationship with key OTAs’ market managers and ensure quarterly performance review is conducted
Sales & Marketing
Maintain the company, travel agent and guest profiles to ensure the information is properly updated as per company Standards
Support the Sales and Marketing team in correct corporate tracking and company profile maintenance in the PMS
Liaise with Sales and Marketing regarding online web pages that promote the properties, and special offers tied in with the destination or with the specific brand, other websites marketing channels, local and regional third-party relationship and third-party tactical campaigns
Provide support and input into the marketing plan to drive revenue across all online customers segments (leisure travel), and work with the property Director of Sales & Marketing, General Manager and Director of Revenue Management to ensure a smooth execution
Work with the Director of Sales and Marketing and the Marketing Manager to ensure property content/offers are up to date and consistent with brand strategies. Develop and submit offers on the hotel’s Offer Page
Provide content for all promotion offers to enable Sales and Marketing to write appropriate copy
Identify new partner marketing linking opportunities to promote the hotel
Attend weekly Sales Strategy meeting and provide booking insights
Coaching & Training
Responsible for training new reservation agents and new talents from other related departments. Manage the training calendar – ensuring each talent attends the required training sessions
Maintain training records on each talent to ensure they are adequately trained and have met standards
Ensure all talents work with a pro-active approach to their job and work within the specific standards and procedures.
To conduct appraisals and job chats on all reservations team members and take responsibility for succession planning, staff morale and team development and training
Identify key associates for further development and provide structure training to ensure career progression, in line with corporate guidelines
Responsibility for effective recruitment, training and development, certification, performance evaluation, turnover reduction and optimization of productivity through efficient work practices and staff rostering
Conduct regular team briefings to share the relevant information on hotel performance, targets, competitor anecdotes, promotions, guest feedback and productivity
Business Code of Conduct
Meet the grooming standards of the hotel as set out in the Associate Handbook
Comply with and abide by all hotel polices and procedure and information as outlined in Associate handbook
Demonstrate clear behaviours and management style that align to the W Melbourne Service Culture Standards and Brand Core values
Maintain company confidentiality, ensuring that business dealings within the organization are not discussed with outside parties
Review and update the department’s policies, standards and guidelines as required
Be well versed and knowledgeable of hotel’s Fire and Evacuation procedures as well as health and safety requirements in the Workplace. Ensure associates are aware of their duty of care as determined by legislation and that they maintain complete familiarity
Develop and implement strategies to minimize absenteeism and to manage occupational health & safety issues
Comply with Marriott’s Worldwide Code of Business Conduct and Ethics and the Policy against Insider training at all times