The Reservations Assistant is responsible for generating and distributing all daily reservation reports while maintaining the highest level of confidentiality. In working closely with the Senior Manager, Member Services and Manager, Member Services, they will also assist members and/or their assistants in making golf and overnight reservations at the Club. This position is responsible for understanding all aspects of the Front Office operation.
This position is on-site in Augusta, GA, and is seasonal full-time from August to May.
Essential Functions of the Job
Produce the Master Arrival/Departure report daily, along with all supporting documents and reports. Works closely with Manager, Member Services in reviewing all reports prior to distribution.
Review profiles of members arriving and make any special requests and/or ensure all requests have been communicated and confirmed.
Accurately complete Daily Reservation Checklist and ensure the PM Member Services Assistant has checklist to print remaining reports.
Assist with incoming reservation requests, changes, and cancellationsregarding golf, room, and/or dining availability according to current Club policies and procedures.
Send out Change Sheet notifications as needed.
Monitor shared Reservations email account for actions and problem solving.
Using Property Management System, will assign and block rooms, enter reservation details and, file reservation accordingly.
Remains familiar with room locations, status of room maintenance, types of rooms available and number of occupants at the Club.
Coordinates room status updates by notifying Housekeeping and the Front Desk of all check-outs, late check-ins, special requests and part-day rooms.
In the absence of the Manager, Member Services,, ensures accuracy, generates, and distributes the Weekly Report and Ladies Report.
Serves as back-up for the Member Services Assistant at the Front Desk.
Reports to management any member complaints regarding room accommodation and completes work orders as needed. Assists with the resolution of member complaints and concerns.
Physical demands are outlined immediately below.
Acceptable level of hearing and vision to perform job duties.
Occasionallyrequired to walk and work with hands and arms, lift up to 25 pounds and/or drive a golf cart.
Constantly required to sit, sometimes for several hours at a time, and use their hands and fingers to operate a computer.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Other Duties and Responsibilities
Performs all other duties that are deemed by management to be an integral part of the job.
Greets members, guests, and Club vendors upon their arrival at the Clubhouse.
Maintains strict level of confidentiality and highest level of integrity.
Takes messages for members and guests and delivers them in a timely manner.
Familiar with all safety and emergency procedures and accident prevention policies and procedures set by the Club to assist members as needed.
Skills/Knowledge/Attributes:
Project a polished and professional appearance and demeanor.
Outstanding communication skills, both verbal and written.
Comfortable working in a fast-paced environment requiring multitasking, the ability to change focus quickly, and manage time effectively.
Highly organized with a strong attention to detail.
Excellent phone presence and listening skills.
Must possess analytical and problem-solving skills.
Competent in Microsoft Office software (including but not limited to: Outlook, Word, Excel)
Ability to operate office equipment including fax machine, multi-line switchboard.
Possess a strong desire to consistently learn, train, and understand new reservation technologies.
Relative Experience/Education:
0 - 2 years’ experience in an Administrative Support function.
High school graduate or equivalent.
Collegedegree or technical training is preferred.
Previous hotel or hospitality experience preferred.
Must be available for a varying work schedule to include days, evenings, weekends, holidays, and overtime as required.
