Pre-Arrival Coordinator- Hilton Salt Lake City Center

Exceptional Hospitality Starts with You
Picture yourself brightening someone’s day. When you join our Hotels team, that’s exactly what you’ll do every time you come to work! As a Pre-Arrival Coordinator, you’re not just handling guest logistics – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.
What It Takes to Make the Stay
At Hilton, our core values define what it takes to succeed here and guide the qualities we look for in every team member:
A passion for spreading the light and warmth of Hospitality. Acting with Integrity and always doing the right thing. Inspiring others through Leadership. A belief that Teamwork drives the best outcomes. A sense of Ownership and accountability. And a focus on the Now, bringing urgency and discipline to every moment, knowing it can make a lasting impact.
Here's what you'll do during a typical day:
Manage pre-arrival details: Input and retrieve information from the property management system, confirming pertinent information including number of guests, room rate, room type, and arrival time. Pre-block all specific accommodation and special requests prior to arrival. Prioritize room assignments by arrival time. Make appropriate assignments of room based on guest needs. Accurately encode room keys for all airline, tour, and group pre-arrivals. Prepare welcome packs containing room keys, key packet inserts, vouchers, etc. as appropriate. Ensure that rates, comments, special/guest requests are set up correctly.
Coordinate group arrivals: Assign suites to all VIP’s in advance. Pre-key VIP’s as applicable. Balance room type levels in advance. Work with Front Office to ensure pre-registration process for all arriving VIPs and suites booking are complete. Pre-assign all VIPs to ensure rooms are inspected and amenities are properly delivered prior to arrival.
Manage pre-arrival billing and data: Verify credit cards for pre-arrival authorization daily. Post charges to guest rooms and house accounts as needed. Create ad hoc reservations for airline crew rooms. Modify arriving group reservations, room changes, modifications based on internal communication or guest request. Review each resume and rooming list in detail. Verify accuracy of data entered against data received for group blocks. Follow up with appropriate parties to clarify questions regarding groups.
Provide rooms support: Coordinate with Housekeeping and Engineering the blocking of rooms, placing rooms out of order, and changing rooms based on the hotel’s demands. Respond to guest requests on third party extranets in a timely manner.

Work arrangement
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