Groups Coordinator - Room Reservations

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships.

At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact.

Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

About our property:

Located within the Orlando International Airport campus, the JetBlue Lodge is a 200-room full service lodging facility built to compliment its neighboring facility, the JetBlue Training Center.  It will feature approximately 1,000 square feet of meeting space, high-end café style eatery, bar/lounge and grab & go option, as well as various outdoor recreational facilities to encourage interaction amongst its guests.  The Lodge will play host JetBlue’s new-hire orientation and training; on-going pilot, crew and flight attendant training; traditional pilot and crew overnights; JetBlue vendors and partners; and JetBlue executives.  Its facilities will serve two purposes  • to provide four-star lodging and service to these various JetBlue constituents, and serve as an extension of the training and culture that JetBlue aims to deliver within its Training Center.  Serving as the “Living Room” for what will become the broader JetBlue Training Campus, the lodge will be a place for its guests to congregate, communicate, expound upon the day’s training lessons and programs, and socialize.  All the while, the structure, style, service and culture will be that of JetBlue – creating consistent style, culture and messaging for guests throughout the broader JetBlue campus.

What you will have an opportunity to do:

The Lodge at JetBlue is managed by Pyramid Global Hospitality and operates as a private training hotel serving JetBlue trainees. This unique position provides prompt, courteous, and professional guest service while supporting banquet room setup in partnership with the culinary team, assisting with front desk operations, coordinating reservations and events, preparing reports, and managing purchasing and inventory responsibilities. Essential duties and responsibilities include the following; other duties may be assigned:

Banquets / Events

• Communicate with JetBlue colleges to gather event details, requests, and banquet requirements.

• Create banquet event orders (BEOs) that include food and beverage requirements, pricing, and room setup details.

• Communicate event details to the food and beverage and management teams.

• Set up all events, including:

• Audiovisual equipment, including sound systems, microphones, lighting, computers, and PowerPoint presentations.

• Washing and drying tablecloths.

• Setting out Vivreau water.

• Arranging plates, napkins, and flatware.

• Arranging tables and chairs.

• Positioning air walls.

• Creating and updating event signage, including reader-board and food-and-beverage signage.

• Setting up and serving food.

• Post all banquet charges within the applicable month.

• Present charges to event leaders and obtain payment.

• Follow up with the Assistant General Manager regarding banquet counts.

• Offset charges in OPERA.

• Determine the need for additional resources, including linens, tables, and chairs.

• Create and distribute event sheets that include flight arrival times, orientation schedules, billing and routing information, off-site hotel details, and special notes.

MISC

• Create and order professional signage for the Lodge.

• Order CO₂ and Coca-Cola products for the Lodge.

• Maintain Coca-Cola equipment by coordinating with the Coca-Cola manager and technicians, including projects such as installing a machine in the employee break room.

• Schedule and coordinate softball field maintenance based on usage.

• Stock reading rooms with audiovisual equipment and assist guests with its use.

• Ensure recreational waivers are signed before outside participants use equipment.

• Maintain the survey system.

• Maintain the OPERA system and coordinate OPERA training.

• Assist the front desk during all-hands-on-deck periods.

• Assist with MICROS manager tasks.

• Send communications to the Food and Beverage team.

Uniforms

• Coordinate uniform ordering with all team members.

• Ensure each team member has a standard allotment of three uniforms.

• Create purchase orders in the Rooms checkbook, obtain General Manager approval, place orders through Cintas, track shipments, and distribute uniforms to the appropriate team members.

• Maintain an accurate, up-to-date inventory log for all uniform stock.

• Develop and maintain productive relationships with Cintas representatives.

Booking Widget

·       Maintain the Booking Widget website; add and update information, create confirmation pages, and edit communications sent to crew members.

• Determine room availability based on forecasts, load rooms into the Booking Widget, and manage inventory.

• Send confirmation approvals to crew members’ managers.

• Send daily reports to the Asset Manager for booking approval.

Reports

• Prepare a weekly 18-day forecast covering arrivals, departures, groups, total committed rooms, variances, and events.

• Participate in weekly calls with JetBlue to determine room and food-and-beverage forecasts.

• Prepare a weekly food-and-beverage covers forecast identifying periods of high-volume business, based on:

• Class schedules and breaks for the seven primary college groups.

• Planned revenue from groups and training programs outside new-hire training that intend to use the Galley.

• Prepare a banquet forecast for the Assistant General Manager to identify revenue beyond regular food-and-beverage operations.

• Prepare routing variance reports comparing budgeted revenue for new-hire training with actual revenue, and provide forecasts and actuals to the General Manager and Asset Manager.

• Prepare monthly actuals reports showing Lodge room usage across five sectors: recurrent, transition, new hire, miscellaneous training, and business travel.

• Send meeting-space and occupancy reports to the Asset Manager.

• Send quarterly occupancy projections to the Regional Controller.

• Track no-shows to improve wash forecasting.

• Communicate no-shows to JetBlue Talent.

Reservations

• Use information from the weekly call to determine how many new hires the Lodge can accommodate.

• Access SharePoint, retrieve crew-member information, book reservations, and update SharePoint with confirmation numbers and arrival and departure dates.

• Determine new-hire departure dates based on class schedules and return airports, and assess availability for any additional nights required.

• Communicate overflow-room requirements to Blue Business Travel.

• Update all changes and communicate them to Blue Business Travel.

• Obtain recurrent-training reservations from Blue Business Travel and communicate overflow needs and reservation acceptance.

• Set up reservation routing and add clear comments for front desk team members and guests.

• Create and distribute meal-plan information cards to guests.

• Distribute and communicate orientation event details and attendance wristbands.

• Serve as the primary contact for reservation needs and respond to reservation requests by phone and email.

Lodge Occupancy

• Minimize off-site occupancy while keeping the Lodge at full capacity.

• Accept or decline additional training groups, off-site groups, transition or upgrade training, and recurrent training based on the forecast.

• When wash occurs, reevaluate off-site room needs and return rooms to the Lodge before hotel accommodations are communicated.

• Create a flowchart showing the operational effects of accepting or declining work groups.

• Oversee distribution at the front desk of pre-arrival packets received from the JetBlue Logistics team.

• Create group master accounts based on group requirements, including cross-charging to cost centers, invoicing by cost center, and tracking spending by student or guest.

• Manage group inventory and cutoff dates according to schedule, releasing unused inventory promptly to minimize unnecessary workflow.

• Manage and maintain group pickup. Partner with the JetBlue University Manager and General Manager to develop and implement strategies that maximize property utilization.

• Provide operating departments with needs-based forecasts to support labor and food-cost controls, and generate reports that support maximum Lodge utilization.

• Support individual reservations as needed.

• Manage all administrative aspects of group reservations, including rooming-list entry, changes, and cancellations; correspondence with the JetBlue Logistics and Human Resources teams; printing and archiving rooming lists; maintaining filing systems; confirming receipt of booking information; and ensuring group masters are coded correctly.

• Respond to request forms and email correspondence, and return phone calls promptly.

• Maintain working knowledge of property systems, including the OPERA property management system.

• Answer incoming calls; make, change, and cancel reservations; provide accurate and timely information; and assist with front desk duties as needed.

• Coordinate and assist with Lodge events at OSC, including conferences, luncheons, meetings, JetBlue corporate events, graduations, and pre-orientation functions.

• Serve as the Lodge’s single point of contact for rooming matters.

• Assist with setting up and breaking down meeting rooms as needed.

• Serve as liaison between JetBlue OSC and the Lodge culinary team to ensure catering requests are handled properly. Meet regularly with the JetBlue Lodge Manager to plan and execute special events and manage overflow to maximize occupancy.

• Perform all other duties requested by management.

Perform all other duties detailed in the Freeman Group Manual

What are we looking for?

Must be able to work a flexible schedule to include weekends.

Must have previous Group Reservations experience

Must have an exceptional communication and computer skills.

Must be able to lift, push and pull around 30 pounds

Compensation:

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Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.