Groups and Conferencing Reservations Agent

SUMMARY:
Position: Groups & Conferencing Reservations Agent
Location: Cape Town, Western Cape
Industry: Hospitality / Hotel
Job Type: Full Time | Permanent
Department: Reservations
Hospitality Hire is recruiting an experienced Groups & Conferencing Reservations Agent for a busy hotel in Cape Town, Western Cape.
We are looking for a highly organised, detail-oriented hospitality professional with strong experience in hotel group reservations, conferencing, events and FIT reservations.
The successful candidate will join a fast-paced Reservations team and will be responsible for coordinating group bookings, conferences, special events and individual reservations while ensuring exceptional service to guests, corporate clients, travel agents and tour operators.

POSITION INFO:
Minimum Requirements

• Hospitality qualification essential
• Minimum 3 years' experience as a Groups & Conferencing Reservations Agent within a 4-star or 5-star hotel environment
• Previous experience in hotel reservations, group bookings, conferencing, front office or event coordination
• Opera PMS experience is essential
• Proficiency in Microsoft Office
• Strong understanding of hotel reservations processes and procedures
• Excellent written and verbal English communication skills
• Excellent telephone and email etiquette
• Strong planning, organisational and administrative skills
• Excellent attention to detail and accuracy
• Ability to manage multiple reservations, enquiries and deadlines simultaneously
• Strong problem-solving and critical-thinking ability
• Professional, friendly and guest-focused approach
• Ability to manage challenging situations and guest concerns professionally
• Ability to work effectively under pressure in a busy, high-volume hotel environment
• Flexibility to work weekends, public holidays and shifts according to operational requirements

• Manage group reservations and enquiries, including corporate groups, weddings, leisure groups, tours and conferences
• Process and manage conference and event accommodation bookings
• Liaise with clients to establish group and event requirements
• Prepare appropriate proposals and booking information
• Coordinate with relevant hotel departments to ensure seamless group and event execution
• Prepare function sheets, group information and itineraries
• Monitor group bookings, room allocations, special requirements and changes
• Manage individual and FIT reservations, including high-end and customised bookings
• Process reservation amendments, cancellations, no-shows and rebookings
• Manage guest and group special requests accurately
• Liaise professionally with travel agents, tour operators, corporate clients and other booking partners
• Ensure personalised service for VIPs, repeat guests and special bookings
• Maintain accurate guest profiles, preferences and reservation information on Opera PMS
• Respond promptly to telephone, email and reservation enquiries
• Resolve booking queries and concerns professionally and efficiently
• Follow up with clients following events to obtain feedback and support ongoing relationships
• Allocate payments and complete daily banking requirements
• Maintain accurate reservation and payment records
• Perform additional reservations and operational duties as required

• Your Groups & Conferencing Reservations experience
• Your previous 4-star or 5-star hotel experience
• Your experience with Opera PMS
• Your group, conference, event and FIT reservations experience
• Your employment dates and positions held