Groups and Events Reservationist

Job Advert Summary    

• The Groups & Events Reservationist is responsible for managing all group accommodation, meetings, conferencing and events enquiries received by The Rockefeller Hotel & Residences. The primary focus of this position is to respond promptly to enquiries, prepare accurate and competitive quotations, follow up on potential business and convert enquiries into confirmed bookings, maximising accommodation and events revenue

Minimum Requirements    

• Previous experience in hotel group reservations, conferencing, events sales or a similar hospitality position.
• Good understanding of group accommodation bookings, meeting venues, conferencing and event requirements.
• Experience preparing professional quotations, proposals, proforma invoices and contracts.
• Strong sales ability, with a focus on converting enquiries into confirmed business.
• Excellent written and verbal communication skills.
• Computer literacy, particularly Microsoft Outlook, Word and Excel.
• Knowledge of Opera PMS or a similar hotel reservations system will be advantageous.
• Understanding of hotel room categories, rates, availability, booking terms and cancellation policies.
• Good numerical ability and attention to detail when calculating rates, packages and event costs.
• Strong planning, time management and organisational skills.
• Ability to work under pressure and manage a high volume of enquiries.
• Ability to prioritise urgent enquiries and meet quotation deadlines.
• Professional telephone manner and excellent email etiquette.
• Ability to build and maintain relationships with corporate clients, travel agents, event organisers and other business partners
• Strong teamwork and the ability to coordinate effectively with Reservations, Revenue, Sales, Front Office and Food & Beverage.
• A proactive, guest-focused and solutions-driven approach.

Duties and Responsibilities    

Enquiry Management & Quotations

• Receive and respond to all group accommodation, conferencing, meeting and event enquiries through email, telephone and other relevant channels.
• Ensure all enquiries are acknowledged and responded to promptly and professionally.
• Obtain all necessary information from clients to prepare accurate quotations, including dates, guest numbers, room requirements, venue setup, catering, equipment and other services.
• Prepare and send professional, detailed and accurate quotations for group accommodation, meetings, conferences and events.
• Work closely with the Reservations Manager and Revenue team to ensure accommodation rates are aligned with the hotel's revenue strategy.
• Liaise with Food & Beverage and the Meetings & Events team to confirm catering prices, venue hire, packages and additional event requirements.

Sales Follow-Ups & Conversion

• Take ownership of all enquiries from the initial request until the booking is confirmed, declined or lost.
• Follow up on all outstanding quotations 
• Maintain an accurate record of enquiries, quotations issued, follow-up dates and booking status.
• Proactively contact clients to establish booking decisions and identify opportunities to secure business.

Proforma Invoices, Contracts & Confirmations

• Prepare and issue accurate proforma invoices for group accommodation, meetings and events.
• Ensure all charges, deposits, payment schedules and agreed services are correctly reflected.
• Prepare booking contracts and agreements in accordance with approved hotel terms and conditions.
• Follow up on outstanding signed contracts, deposits and proof of payment.
• Ensure all commercial terms and client requirements are agreed and documented before the booking is handed over.
• Maintain accurate records of all quotations, contracts, correspondence and payment documentation.
• Once a booking has been confirmed, ensure a complete and accurate handover to the relevant departments

Administration & Reporting

• Maintain an organised and up-to-date enquiry and quotation tracking system.
• Ensure all enquiries have clear follow-up dates and accurate booking statuses.
• Maintain proper electronic filing of quotations, contracts, invoices and correspondence.
• Monitor outstanding quotations, tentative bookings and confirmed business.
• Assist with forecasting potential group and event revenue based on enquiries received.
• Ensure all relevant internal departments are informed of confirmed bookings and significant changes.
• Attend departmental meetings and relevant group or event planning meetings when required.
• Maintain confidentiality of guest, client and commercial information

Deadline:6th November,2026