The Reservation Executive provides support by performing reservation duties such as:
- Managing and controlling the Apartments Inventory
- Optimizing the Apartments availability to yield maximum revenue
- Creation of reservation / extension of stay in HIS
- Preparing the Confirmation Letter / Letter of Offer / Extensions to the various departments.
Primary Responsibilities for Pan Pacific Serviced Suites Beach Road (PPSSBR) & PARKROYAL Serviced Suites (PRSSIN)
Reservations
· Prepare Daily Report for PPSSBR/PRSSIN
· Managed incoming calls for reservation department and replying to any reservations enquiry.
· Check and communicate incoming reservations special request with both properties operating departments
· Tracing of signed confirmation and signed credit card authorisation forms for bookings made through phone and email.
· Check daily room assignment for bookings that came through SiteMinder.
· Process bookings coming through Brands website, Ctrip, Flight Centre and Synxis.
· Cancel bookings with invalid credit card provided.
· Reply to guest’s enquiry from online booking channels
· Email to Front Office team to charge 1st night deposit / full deposit for all bookings received.
· Report to OTA website (Booking.com extranet) for unsuccessful deposit transaction
· Follow up on reported unsuccessful transaction and cancel the booking accordingly on timely manner.
· For brands website - Email to guest directly for unsuccessful deposit transaction. Send payment link. Follow up with email chaser before cancelling the reservation.
· Raise refund memo to refund deposit for cancelled bookings
· Ensure all FCM bookings are done promptly and forward confirmation numbers via FCM extranet. Ensure FCM allotments are release accordingly in HMS.
· Ensure all special requests are reflected in HMS for Front office and Housekeeping team.
· Ensure the operation team are being informed of VIP guests and notes created
· Ensure cancellation and modification received for OTAs are done promptly.
· Ensure weekly submission of Credit Notes.
· Check the un-invoiced leases list and action accordingly.
· Daily follow up on no-show bookings.
· Ensure no-show penalty is posted and charged accordingly by PA team.
· Follow up on bookings that we allow one- time change. Ensure guest revert back by the stated date.
· Check the next 7 days arrival list in Opera. Ensure all bookings are in order in HMS system.
· Check and submit Onyx Commission for PPSSBR.
Administrative:
· Process reservations that came through Sales Managers and assist Sales Team with tentative blocking and follow through by release date.
· Assist Sales Team with in-house extensions and group bookings.
· Generate e-genesis confirmation and send to booker.
· Assist Sales Team with Letter of Offer when required. (1-year lease with Diplomatic Clause)
· Generate invoice for corporate bookings and assist Sales Team with manual invoice when required.
· Generate Security Deposit Advice when required
· Generate group bookings confirmation.
Other Responsibilities
- Support and uphold the company mission, vision and values.
- Ensure usage of Pan Pacific corporate policies of business conduct.
- Comprehend company’s (corporate) and property’s business.
- Demonstrate and is perceived as a role model for:Ability to deal with operational complexities
Innovative thinking
Professional maturity
Service mindset
Communication effectiveness - Understand the macro operations of all other operating department within the property.
- Proficiently co-ordinate employment and consultancy agreements.
- Support internal best practices.
- Participate in property-sponsored community events, career fairs, etc.
- Maintain highest standard of professionalism, ethics, grooming and attitude towards guests, clients and other associates.
- Maintain professional business confidentiality as required.
- Perform related duties and special projects as assigned.
Pan Pacific Serviced Suite Singapore is dedicated to providing equal employment opportunities, including individuals with disabilities.
