Manage integrated reservations/bookings for all special events being held on or within Xanterra South Rim facilities, Grand Canyon Railway & Hotel and the Grand Hotel. Act as primary F&B liaison between Flagstaff Regional Sales Office and Grand Canyon Region properties. Respond to group inquiries to sell adhoc groups in Grand Canyon Region to be handled by Sales Agents at Central Reservations in Denver.
Handle all group bookings for clients as assigned by Central Reservations Groups/FIT Supervisor or property General Managers.
Coordinate and handle special events such as weddings, family reunions, NPS meetings, incentive meeting groups, the Grand Canyon Association and Corporate meetings.
Responsible for Xanterra South Rim meal coupons, including tracking inventory, purchasing and logging meal coupons to South Rim group sales agent and Sales Administrative Assistant for fulfillment. Also, responsible for reporting meal coupon comps to
Xanterra South Rim Assistant Controller at month end.
Handle meal coupon reservations for day tour only accounts.
Act as liaison between Food & Beverage and Sales departments.
Conduct weekly meetings with F&B managers to discuss upcoming events.
Process Banquet Event Orders (BEOs) for assigned accounts from the Flagstaff Regional Sales Office to F&B in a timely manner.
Block rooms and banquet space in Delphi and Opera in a timely manner.
Generate Event Orders (EOs) for meal and meeting functions, activities, and room contracts as necessary.
Perform 20/30/60/90 day check on group arrivals.
Release and cancel group blocks as necessary within prescribed time frame of receiving notice from client.
Answer all client requests for information.
Generate accurate contracts to send to clients.
Create, maintain and update files for all assigned accounts.
Meet with existing or potential clients to discuss their event.
Conduct familiarization (FAM) tours with tour and travel market segment to include sales presentations, property site inspections, and meal functions.
Assist Rooms, Transportation and Accounting departments in research of account billing to verify proper billing information or solve any billing discrepancies.
Actively solicit sales and increase revenues by proactive sales calls, follow-up, and product knowledge.
Act as back-up for Xanterra South Rim third party amenity reservations.
Open and distribute daily items sent up from the Xanterra South Rim Sales Office in locked bag.
Answer and screen incoming phone calls to Flagstaff Regional Sales Office.
Arrange company related functions and meetings.
Other duties as assigned.
Prior experience as a group sales agent in the hospitality industry.
Prior experience interfacing with F&B for meal events in a high volume hotel property.
Excellent customer service and phone skills.
Advanced computer skills and extensive experience with computer applications such as reservation systems (Opera preferred), account management systems (Delphi.fdc preferred), Excel and Outlook.
Must have highest level of accuracy with data entry tasks. Keen attention to detail and ability to independently assure quality control standards of own work.
High level of written and verbal communication skills including typing, grammar. Display excellent phone etiquette.
Ability to professionally deal with challenging and diverse mix of clients.
Ability to successfully handle and complete multiple tasks and deadlines within prescribed schedule. Must be able to work independently.
Possess or obtain a valid Arizona Driver's License. Comply with Grand Canyon Railway & Hotel vehicle policy.
Verbal comprehension (Understand oral and written communications, follow detailed direction).
Attention to Detail skills (minimize the risk of error)
Communication skills (provide clear instructions/directions)
Reasoning skills (problem solving and troubleshooting skills)
Multi-tasking and prioritization skills
Basic math skills.
Work safely to prevent on the job accidents and injuries
Work safely to ensure company equipment is secure.
Wear protective equipment as required by the job duties.
Complete required training programs.
Work hours may include a nonstandard workweek, overtime, and various shift work as needed.
While performing the duties of this job, the employee is:
Constantly listening, hearing, seeing, using eye/hand coordination, handling, wrist motion and lifting/carry up to 10 lbs.
Frequently reach outward and lift/carry up to 20 lbs
Occasionally stand, walk, reach above shoulder, squat, kneel, bend and push/pull up to 12lbs.
Xanterra Parks & Resorts