* Maintain thorough knowledge of FSPMS, CI/TY, Marsha and GroupMAX/Passkey-Accurately input Group Rooms Commitment/Block into Marsha and GroupMAX/Passkey-Reserve suites, contractual concession rooms, and other special requests as assigned * CI/TY:Complete Group Housing CI/TY tasks on daily, weekly and as-needed basis-Check Activities daily and complete assigned Activities in a timely manner-Review New Definite groups assigned to delegated Event Manager(s)-Create Group Master Accounts via CI/TY in the Billing tab-Enter correct Mini-Hotel Codes under Room Blocks tab as they are built-Ensure Activities are marked done upon completion * Marsha-Build Mini-Hotels utilizing the e-Tools builder found on Marriott Global Source (MGS)-Ensure Opportunity and Quote numbers are accurately entered-Ensure IATA number is entered and Commission Indicator box is checked for commissionable groups-Ensure Group’s Facts page is accurate and fully informative-For groups with extraordinary or unexpected reservations needs, ensure clear communication with Reservations Center-Maintain accurate inventory throughout planning process as block evolves (i.e. release rooms at cutoff, add rooms with addendums, updating facts as changes occur, etc.)-Maintain awareness at all times of group’s inventory levels, making approved adjustments as needed to ensure satisfaction * FSPMS-Review PMS for Marsha exceptions reservations with group Market Codes-Ensure contractual suites are blocked into a room and M4/M5 SRQ code is added-Ensure all necessary SRQ codes are added to special attention reservations:-VIP/Feather Free/Accessibility/Rollaways/Cribs/Amenity/etc.-Ensure Travel Agent (T/A) indicator is turned on for commissionable groups-Verify accuracy of Master Account routing of charges * GroupMAX/Passkey-Build Events in the system utilizing the operational checklist provided-Accurately enter rooming lists upon receipt from group contact, remit updated list with confirmation numbers.-Maintain accurate inventory throughout planning process as block evolves (i.e. release rooms at cutoff, add rooms with addendums or as instructed, etc.)-Update reservations with changes as received-Send Reservation Link when prompted by Event Manager(s)-At 45 days prior to event’s arrival, check rooming list for duplicate reservations and send email(s) to guest(s) to ensure reservations are needed * Outlook: After building a group in CI/TY, GroupMAX, and Marsha, ensure:-Groups 100+ peak (requiring a GI Sheet) have calendar reminders for 90 days out, 60 days out, and 30 days out-All groups have calendar reminders for the cutoff date * General Items of Interest: -Associate will be expected to carry out instructions and fulfill position responsibilities in a timely fashion and with attention to detail * Pre-Event:-Ensure that the Event Manager for group is copied on all client correspondence and kept up to date with all changes relating to the event-Validate and provide information requested from Event Manager(s) for Resume/Cover Sheet, including Special Attention Reservations, VIP’s, Special Billing, Complimentary Rooms, etc. -Ensure client requested Pickup updates are completed on time and with accurate information-Advise Event Manager(s) in advance of potential attrition charges * During Event:-Keep Event Manager(s) updated with group’s pickup, GNS’s, attrition counts, etc.-Upon request, meet with group representative to review pickup, GNS’s, etc. * Post-Event:-Ensure Post Convention Report has been accurately completed with actualized numbers-Ensure GI Sheet has been completed accurately with actualized numbers-Ensure Group File folder on shared drive is organized, the files are named per naming standard, and there are no duplicate documents * Associate will be expected to attend meetings as assigned * Daily Rehearsal (Daily):-Associate will arrive on time to the meeting and prepared with items of interest to report to the group * Group Housing/Rooms Control Meeting (Weekly):-Associate will arrive on time and come prepared for meeting, having reviewed resume packet and meeting agenda sent by Group Housing Manager and Front Office Manager * Pre-Convention Meetings (As Needed):-Associate will arrive on time to the meeting and prepared with any copies needed for client(s) and Event Manager:-Pickup/Pace Report-Current Rooming List-Contractual Concessions Assignments-Complimentary rooms count (for 1/per’s)-Attrition information-Group’s File folder
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