Reservation Assistant
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• Quality and accurate work is produced
• Duties performed efficiently
• To work shift and follow duty roster set by Superior.
• Good customer relations with clients and colleagues
• Maintains pleasant and courteous attitude at all times
• Ability to supervise and delegate with respect
• Experience with room forecast, promotion and budgeting.
• An equivalent combination of education and experience will be considered.
• Carries out responsibilities in accordance with the hotel’s policies, QSS and applicable laws.
• Responsibilities include planning, assigning, directing work, addressing complaints, grievances and resolving problems.
• Communication skills in English and Bahasa Malaysia, oral and written.
• Ability to present information to groups of guests, employees, suppliers or Manager of the hotel.
• Ability to write business correspondence, reports, memos and other documents.
• Computer literacy, including database management.
• Superior hotelier skills and training skills.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standards exist.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Duties and Responsibilities
• Constantly review task processes and staffs productivity in ensuring that work standards are consistently met.
• Handle staff scheduling and administrative report requirements.
• Ensure that all Front office correspondence is filed accordingly.
• Handle all office supplies and equipment requisition.
• Provide guidance and assistance to Telephone Operator in special requests or problem that may arise in the department.
• Handle special projects delegated by Reservations Manager / E-Commerce Assistant Manager
• Take charge of the department in the absence of the Reservation Manager/ E-Commerce Assistant Manager
• Supervise and conduct training for new hire on hotel reservations QSS.
• Ensure all staff adheres to all reservations standard as layout in QSS.
• Review daily no-shows and late cancellations and follow up for necessary action.
• Review daily arrival list for next day and ensure necessary correspondence for the purpose of billing are present and all information are correctly updated as according to QSS.
• Ensure 6pm Hold reservations are kept to the minimum at all times and take necessary action as required.
• Ensure all reservation bookings received either by fax or e-mail is keyed in PMS in a timely manner & replied to guest within a minimum of 12 hrs and a maximum of 24 hrs accurately.
• Ensure maximum cross selling is consistently adhered too.
• Conduct and attend meeting/briefing as required.
• Coordinate reservations requirements and handle inter-department communications.
• Constantly update associates and respective department on status and selling strategies as dictated by the Reservations Manager.
• Alert the Reservations Manager/E-Commerce Assistant Manager of any sudden fluctuation in occupancy levels.
• Implement inventory control and selling strategies as dictated by the Reservations Manager/E-Commerce Assistant Manager / Director Of Sales
• Monitor group reservations activities and cut-off schedules
• Monitor free sale allotments and release unused space based on cut-off schedules.
• Review all arrivals during tight periods to minimize unexpected “wash” or attrition.
• Monitor call handling so that opportunities in up selling are maximised
• Closely monitor tight dates and give recommendations to Reservations Manager on yield opportunities.
• Assist Reservations Manager in generating weekly and monthly forecast.
• Work closely with Sales Personnel to understand company and travel agent profile
• Build good business rapport with all potential clients/secretary of company and travel agents. Perform telemarketing whenever necessary
• Foster high level of morale amongst the Reservation Agent
• Assume any other duties as delegated by the Reservations Manager / E-Commerce Assistant Manager