Definition:

The primary purpose of this position is to be an ambassador for the resort prior to their arrival. The Group Housing Coordinator will assist the Group Sales Team and Event Management Team with the set up and room block management of the groups coming to Horseshoe Bay Resort.  The Group Housing Coordinator will be responsible for keeping up with accurate data in order to provide accurate rooming details, pickup details, and billing details.

General Duties:

Develop working knowledge of Group Sales, Event Management, Front Desk, and Group Billing operations in order to apply start-to-finish knowledge to the position.

• Accurate and timely set-up of group blocks utilizing contracts sent from Group Sales.
• Responsible for booking group attendee accommodations.
• Proper and precise tabulation of all reservation bookings and clerical needs thereof.
• Responsible for answering incoming group attendee inquiries and requests on a timely and prompt basis.
• Attend pre- and post-conferences as necessary.
• Creation of and communication of accurate packaging and billing arrangements.
• Precise tabulation of rooming lists, forms, and call-in reservations.
• Response to all voicemail and e-mails by end of business each day. Complete various correspondences when warranted.
• Prepare accurate and timely attrition invoices for submission to group billing after each group’s departure.
• Maintain accurate group records for rebates, etc to apply when reviewing and submitting travel agency pick-up requests.
• Develop working knowledge of Group Sales, Event Management, Front Desk, Group Billing operations in order to apply start to finish knowledge to the position.
• Essential and professional use of telephone service with use of proper telephone etiquette in regard to the service industry.
• Maintaining organized and accurate files on each group.
• Complete various correspondences as warranted.
• Continuous training with the property management system and sales and catering system.
• Adhere to all the various written mandatory standards of operations, policies and procedures, manuals, memos, oral instructions, etc. All of which make up the essential functions of this job.
• Represent Horseshoe Bay Resort in a professional manner to clients and potential clients at every opportunity.
• Maintain proper lines of communication with all departments to ensure that all details are communicated.
• Develop working knowledge of all departments, the Resort, and its amenities.
• Maintain a clean and organized workspace.
• Because of the fluctuating demands of the Resort’s operation, it may be necessary that each Associate perform a multitude of different functions; therefore, as an essential part of your position, you will be expected to help others when the occasion arises, just as other Associates are expected to help you. Accordingly, you may be expected to perform other tasks as needed or as directed.

Employment standards:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

High school diploma or general education degree (GED); or six months to one year related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Basic math skills, additions, subtraction, multiply and divide.  Ability to calculate percentages and discounts.

Computer Skills

Ability to utilize Microsoft Office products for various reporting and correspondence needs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear.  The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions and risk of electrical shock.  The noise level in the work environment is usually moderate.

*$2000 Hiring Bonus will be paid to hourly, non-management new hires who accept an offer of employment by May 31, 2022. The first $1000 will be paid when the associate reaches 90 days employment. The remaining $1000 will be paid when the associate reaches 180 days employment.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)