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Groups Coordinator

Roberts Hawaii • Full-time • Honolulu, Hawaii, United States • 2w ago

Group Sales Coordinator

Department: Groups

Reports to: Group Sales Manager

Status: Exempt

1. Job Purpose/Objective:

Starting at $22-23/ Hr

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.

EOE/M/F/Vet/Disabilities

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