* 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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