Reservation Supervisor (Metcalfe Hotel) - DF147

Offer published on Jun 11


Gray Collection

17 offers

Offer details

Start date: As soon as possible


Hospitality, Administration

Ottawa, ON

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About Gray Collection

Each of our hotels, spa and restaurants is a unique and original celebration of its neighbourhood and its city, and is connected to our other establishments by a shared philosophy of passion, generosity, excellence and maximum service. We want to offer the best of us to our guests, welcoming them to our family for however short or long their stay, going beyond what is expected. 

Comprised of Hotel William Gray, Le Petit Hôtel, Auberge du Vieux-Port, Maggie Oakes, Terrasse William Gray, Perché, Spa William Gray, Gaspar, Pincette, Terrasse sur l’Auberge, BEVO Bar + Pizzeria, Jacopo and Vieux-Port Steakhouse, as well as the newly renovated & historic Hotel Metcalfe and its new restaurant Cocotte Bistro in Ottawa, Gray Collection offers understated luxury to the world’s travellers.

Job description

The Metcalfe Hotel delivers in Ottawa an understated luxury to world travelers by showcasing our rich building history and connecting to the current culture, community, and people that make Ottawa a lively 21st century capital city. Newly fully renovated and now part of the Gray Collection, our hotel is now entering a new era.


The Metcalfe Hotel is seeking a service and detail-oriented individual to oversee the Reservation Department. Reporting to the Front Office Manager, the Reservation Supervisor role is to always maximizes individual room bookings and maintain group bookings by providing the best possible customer experience. Energetic and passionate about guest service and maximizing revenues, the ideal candidate has a talent for problem solving, team motivation, strong leadership, and a drive for further development in our industry.

     * Check availability and daily rates and read daily reports.
     * Respond to voicemails, emails and calls for individual guestroom bookings.
     * Communicate to the Front Desk of any new rates, promotions, and packages.
     * Validate and apply “No Show” fees.
     * Check daily and next-day arrivals (VIPs, special requests, Routing, etc.).
     * Apply and verify routing and rule requirements for daily arrivals.
     * Verify that room assignments are accommodating according to special requests.
     * Identify potential corporate clients and refer them to the Sales Manager for prospecting.
     * Check Entered On & By Opera Report for reservations and cancellations entered the previous day.
     * Check for multiple reservations and duplicates for validations.
     * Take note of suspicious bookings (Long Stay, invalid CC, etc.) and investigate.
     * Balance the current day's inventory and ahead on projected sold out nights.
     * Compare and verify Extranets and SynXis reservations with Opera to ensure there aren’t any discrepancies that could affect occupancy.
     * Validate all bookings on oversold nights by contacting guests ahead to confirm their arrival.
     * Prepare for walks on overbooked dates by calling around other hotels for availability, selecting guests to be walked, contacting guests ahead of time and setting up for the walk(s).
     * Check upcoming groups and display summary of groups for the coming week (BEO).
     * Enter rooming lists and ensure to apply any comp nights, upgrades, number of occupants, coordinate for luggage handling, etc. that are contracted to ensure proper revenues are captured.
     * Monitor group block pick up, cut off dates, etc.
     * Adjust group blocks according to their pickup, increase or decrease.
     * Be the contact person to the client once the group block turns definite in preparation for their arrival.
     * Prepare group blocks for their arrival, preassign rooms, key packs, etc.
     * Ensure group payment is received and deposit has been taken on the date(s) listed on the group contract.
     * Generate group pick-up reports for commissionable groups and communicate data to the client and accounting for payment.
     * Ensure group block PM account is revised with accurate room nights, extra charges, etc. before sending the final invoice to the client.
     * Check extranets - Booking, Expedia, etc. – Reply to guests’ messages.
     * Add notes, alert and/or traces on reservations to inform concerned departments.
     * Check travel agents’ commissions on Central Payment via TACS platform.
     * Before the 5th of the month, verification of Expedia + commissions.
     * Maintain a good relationship with Director of Sales and Director of Revenues.
     * Perform other duties as needed and special projects as assigned by management.


     * Minimum of one (1) year of experience in a similar position or as a Front Desk Agent
     * Strong customer service skills
     * Autonomy
     * Resourcefulness
     * Organizational skills
     * Excellent communication skills in both English and French, both orally and in writing.

     * Group insurance plan
     * Group RRSP and DPSP (Deferred Profit-Sharing Plan)
     * 50% employee discount in all our establishments for the employee and 3 guests
     * Corporate culture that promotes employee appreciation
     * Employee recognition events
     * Company in full growth (perspective of evolution and personal development)

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