Reservations Coordinator- InterContinental Boston

Reservations Coordinator – Inter Continental Boston

Do you see yourself as a Reservations Coordinator? What's your passion? Whether you're into sky diving, dining outdoors, or dog walking, at IHG we’re interested in YOU. At IHG we employ people who apply the same amount of care and passion to their jobs as they do their hobbies—people who put our guests at the heart of everything they do. And we’re looking for more people like this to join our friendly and professional team.

Inter Continental® Boston is a landmark of luxury; top rated on Trip Advisor for Boston hotels, named a ‘Top Place to Work’ by The Boston Globe, rated as one of the ‘Best Hotels in the World' by Condé Nast Traveler magazine, and featuring a Forbes Four-Star, 4‑Diamond AAA rated hotel experience. The property overlooks Boston’s historic waterfront, features 424 luxurious ultra‑modern accommodations with distinctive style and breathtaking views, a full‑service spa and fitness club, 32,000 square feet of premier meeting and event space, and an array of restaurants and bars influenced by a variety of international flavors.

We are looking for passionate people who are charming, confident and internationally minded to ensure we continue the story of making great things happen at Inter Continental® Boston.

• Monitor and balance guest room inventory. Coordinate the reservations and requests for business travel and transient accounts. Assist with coordinating reservations for small groups as needed. Monitor general reservations email inbox/office phone and handle related requests and changes accordingly. Rooms Control & Hotel Inventory Management – Monitor and Balance guest room inventory in Property Management and Reservation Systems regarding current & future availability to ensure proper room types and rates are available for booking.
  
  Work closely and coordinate with Front Office, Reservations and Sales to maintain inventory systems.
• Coordinate all reservations for local negotiated and corporate business travel accounts. Duties including quoting rates, BT and Consortia reservations, arranging billing/payment, changing/adjusting existing reservations, upgrading guests, overselling as needed, adding reservation notes to provide relevant data, and coordinating with other departments as needed to provide important reservation information as specified in contract.
• Monitor the Inter Continental Boston Reservations general email inbox and Reservations Office phone. Respond to guest requests and questions in a timely and professional manner.
• Confirm commission payments daily. Investigate any travel agent requests regarding unpaid commissions and send relevant documentation to the accounting department for payment processing.
• Run daily reports such as Cancellations, No‑Shows, Arrivals, Reservations Made Yesterday, and others.
• Review transient reservations for accuracy. Update notes, comments, and alerts to ensure proper departmental notification. Ensure Payment and Routing are properly set up for billing accuracy.
• Maintain positive working relationships with corporate clients, VIP, frequent guests and colleagues.
• Review and Maintain 3rd Party Reservations (Expedia, , Hotwire, etc.) for accuracy. Ensure correct guest count, rate and payment method. Monitor related 3rd Party extranets/websites for guest questions/comments/feedback and update the reservations and respond accordingly. Follow up with 3rd Party regarding any payment or billing concerns.
• Assist Group Reservations with small groups/events.
• Prepare for assigned group’s arrival, prepare group history, billing information, deposits, filing, VIP information, correspondence, etc.; interact with booking contacts as needed. Correctly record group rooms and revenue in the property management system.
• Process assigned group reservation requests, changes and cancellations received by phone, fax, e‑mail, mail, internally and through travel planners/corporations. Enter and/or modify group block in system to ensure inventory, stay dates, cancellation policy, deposit requirement, and booking procedure are reflected correctly.
• Create and update group block notes to provide…