Guest services agent job description

Responsible for providing quality guest service as it pertains to checking in/out of hotel guests; to include mail/message service; taking hotel reservations; and concierge services in a gracious and professional manner. Demands accuracy with daily accounting procedures.As such the Guest Services Agents assume a pivotal role in each and every logistical operation relating directly and indirectly to overall guest satisfaction and the ultimate success of the Hotel. Must maintain a reflective demeanor, at all times, of the highest standards of professionalism. A consistently positive attitude, knowledge of all facets of the operation and attention to detail are traits, which are required to have.
Essential Duties and Responsibilities


Always treat guests with courtesy and respect in a variety of situations. Must maintain standards of 5-star service Must maintain honesty and integrity To be mindful of the importance of personal hygiene and grooming. Adhere to the property's Health and Safety guidelines. Ability to work under pressure and in a fast-paced environment. Check-in, checkout and produce player's club cards for hotel guests in a confident, professional, and friendly manner. Initiate call back after check-in to ensure guest is satisfied with accommodations as well as offer any assistance. Anticipate guests' needs, respond promptly and acknowledge all guests, however busy and whatever time of day. Call back and follow up with guest on any requests that come through the front desk to ensure that they are satisfied. Provide gracious and efficient telephone service as it relates to general PBX services. Calls should be answered promptly and knowledgeably, always ensuring complete and accurate information. Review arrivals noting special requests and blocking rooms as necessary for VIP's and group arrivals. Complete all items as listed on shift checklists. Enroll Guests into World of Hyatt / Enroll Guests into Genting rewards during check-in process Provide guest welcome amenity at check in Book future reservations upon Guest Request Carry Radio on you at all times, with Hotel Ear Piece Ensure proper credit card procedures are followed based on PCI compliance guidelines. Enter guest requests and complete orders on Hotsos Adhere to all cashiering procedures: open, secure and balance out shift banks to include the verification of all cash, credit card, and check transactions during a given shift. Maintain complete knowledge at all times of: All hotel features/services, hours of operation. Hotel history and neighborhood knowledge All room types, numbers, layout, décor, appointments and location. All room rates, special packages and promotions. Daily house count and expected arrivals/departures. Room availability status for any given day. Schedule daily group activities. Advise guest of any messages, mail, faxes, etc. received for them and hand them to the guest if they come directly to the front desk. Communicate service and amenities of the hotel to guests. Communicate VIP arrivals to designated personnel for escort and delivery of amenities. Input, update and maintain guest profile and history, which includes but not limited to guest preferences and alerts. Flexibility to carry out job responsibilities of other positions within the front office, such as PBX operator, bell person, and door person, upon request by the manager. Take, record and relay messages accurately, completely and legibly. All guest issues should be communicated to a manager, and immediately logged. Offer detailed information on the voice mail system to callers and guests wishing to leave messages. Accept and record wake-up call requests. Communicate pertinent guest information to designated departments/personnel (i.e., special requests, amenity deliver) immediately, and follow-up with relative departments after completion. Meet with departing Front Desk Host to review business status, log-book and follow-up items. Provide Concierge service - fluent knowledge of property and local restaurants, special events, city attractions, and guest amenities when necessary. Knowledgeable of property's fire and emergency procedures. Any additional duties as directed by management. Ability to utilize the property management system Cover Night Audit, when needed.



Job Requirements:


Behavioral standards that all team members will be held accountable to:


Ability to satisfactorily communicate in English (speak, read, write) with guests, co-workers and management to their understanding. Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and work with a minimum of supervision. Ability to accurately compute and manipulate mathematical calculations. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy to defuse anger. Demonstrates consistent regard and dedication to guests, vendors, colleagues and the company by being engaged, interested and productive. Demonstrates a working knowledge of our marketplace; actively and collaboratively assists in building the best practices necessary for the company's success. Puts guest at forefront of all decisions Ability to work well under pressure of check-in/check-out of guests and handle multiple tasks at once. Ability to work flexible schedule (AM, PM, Overnight, Weekends & Holidays) High school graduate. Previous hotel experience. Punctuality and regular and reliable attendance. Interpersonal skills and the ability to work well with co-workers and the public. Good communication skills Guest service oriented Ability to function in a noisy, hectic, and crowded environment Ability to handle numerous duties simultaneously Ability to adapt under stress, flexible


Must be able to obtain and maintain the appropriate license through the New York State Gaming Commission Oral and written proficiency in the English language. Maintain up to date property knowledge.



Essential Physical Abilities



Endure various physical movements throughout the work areas, such as removing guest luggage to/from all types of vehicles and guest rooms. Ability to grasp, push or pull heavy loads, and lift and/or carry or otherwise move packages, boxes and luggage weighing up to 75 lbs. continuously throughout shift. Ability to stand, walk and/or sit and continuously perform essential job functions. Sufficient manual dexterity in one hand to be able to load and unload luggage. Ability to perform tasks requiring bending, stooping, kneeling, and walking significant distances on property.



Work/Educational Experience



Must be at least 18 years old, possess a high school or equivalent diploma and have the ability to obtain the appropriate license pursuant to the New York State Lottery regulations Prior experience in guest services preferred


The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

The Guest Service Agent performs all reception area duties such as greeting guests, answering guest questions, checking guests in and out of guestrooms, answering phones, and booking reservations. The Guest Service Representative also maintains the cleanliness and organization of the reception/office area.
Essential Duties and Responsibilities


The following represents a list of essential duties and responsibilities; other duties may be assigned as required.

Welcomes hotel guests and visitors with a warm smile and a professional demeanor before determining the reason for their visit and assisting them accordingly. Answers all incoming calls promptly and professionally, maintaining a positive attitude while assisting the caller. If unable to help the caller, accurately determine the proper department/person to transfer the caller to or take and relay a message. Enters and/or update data related to guest registration, billing, guestroom assignment, or cancellations. Handles all guest requests within reason (e.g. making restaurant reservations, booking car service, recommending local attractions, making arrangements, etc.) Maintains and controls room inventory and availability. Possesses knowledge of the hotel's credit policies. Possesses knowledge of hotel products, rates, and special programs. Distributes guests' mail and packages. Completes "bucket checks" each shift. Completes checkout procedures for guests. Balances all departments' accounts and completes all required back-up documents. Maintains security of guest keys and cash drawer; counts and verifies the cash at the end of each shift. Monitors guest accounts and notifies supervisor of any extreme changes to any guest account or suspicious actions by guests. Runs a detailed shift audit by employee, and balances daily work to computers. Resolves guest requests and complaints in cooperation with appropriate departments. Possesses knowledge of, and uses, emergency procedures. Communicates all guest and employee issues with MODs. Maintains cleanliness and organization of Reception Area. Performs maintenance duties and coordinates with housekeeping and maintenance staff.



Other Duties


Opens and closes the hotel as needed. Participates in hotel MOD program if recommended. Perform special projects and other responsibilities as assigned. Perform other duties as requested by management.



Managerial Responsibilities


No direct reports.



Minimum Required Technical Skills and Qualifications


Proficient in Microsoft Office applications suite. Excellent people skills and possesses a positive, outgoing, and naturally curious personality. Ability to work productively with other employees as part of a team. Demonstrate a high-level of proficiency with computers. Ability to be a clear thinker in pressure situations and exercise good judgment. Remain calm and courteous in demanding and difficult customer situations. Ability to handle obstacles in a positive and professional manner and to effectively communicate these problems, along with suggested solutions. Ability to work a flexible workweek including nights, weekends and holidays.



Education/Certifications/Licensure/Experience


High School Diploma or GED. Previous hotel front desk experience. Previous guest relations training. Experience in hospitality industry in similar position, preferred.



Language Skills


Excellent reading, writing, and oral proficiency in the English Language.



Physical Demands


The physical demands and environmental factors described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to continuously stand for extended periods of time. Use of hands, fingers, and forearms to operate computer is repetitive. Occasional sitting for completion of paperwork. Ability to push/pull cart as needed. Ability to lift or move objects up to 50 lbs. Standing and walking is continuous for 4-5 hours at a time. Standing, walking, bending, kneeling, and ascending and descending stairs are repetitive movements.



Acknowledgment


I have reviewed the Job Description for the position of the Guest Service Representative I have read and understand the duties and responsibilities and other aspects of the Job Description. I further understand that this Job Description will form the basis for the periodic evaluation of my performance. I acknowledge that my employment with the Company is on an "at will" basis which means that either I or the Company can end the employment relationship at any time, for any reason, with or without prior notice. It is understood that this Job Description is a summary of the primary responsibilities of my position. It is not intended to be a complete and total description of each duty and responsibility of the position as may be necessary. It is understood that the Company retains the right to change this Job Description at any time, for any reason, at its sole discretion.

• Post guest charges and compute guest bill, collect payment and make change for hotel guests following all cash handling procedures as required by M&R Hospitality Management.
• Handle guest mail and messages per established procedures. Be very knowledgeable of Rewards program and promotions.
• Develop a thorough knowledge of hotel staff, room locations, room rates, amenities, and selling strategies. Take reservation requests efficiently.
• Answer switchboard in accordance with standards of proper telephone etiquette. Block rooms and handle special requests.
• Monitor room availability.
• Handle safe deposits by guests per established procedures. Keep lobby and desk area clean and presentable.
• Have a thorough knowledge of emergency and security procedures. Offer and properly handle requests for wake-up calls.
• Know how to clean guest rooms to standards.
• Clean lobby, meeting room, vending room, breakfast room, and back office area. Work on laundry during down times adhering to standards.
• Open and close shift; make cash drops.
• Ensure all credit cards, cash, and change fund are balanced throughout each shift. Inform management of any guest or systems related complaints or problems.
• Communicate with incoming staff and management by logging pertinent information in the pass on log. Keep maintenance informed of all maintenance needs.
• Pass on guest lost and found inquiries to management or supervisors.
• Assist in marketing effort by completing Company Tracking nightly.
• Must wear proper uniform at all times in accordance with the Standards of Appearance. Have a thorough knowledge of emergency procedures.
• Practice safety standards at all times.
• Be able to move luggage or packages weighing up to 40 lbs.
• Each associate will be required to follow the rules as found in the M&R Employee Handbook
• Perform other duties as assigned by management, of which employee is capable of performing