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Rental Administration Specialist III in Orlando, FL at Holiday Inn Club Vacations

Date Posted: 3/21/2019

Job Snapshot

Job Description


Holiday Inn Club Vacations look for individuals who excel in their role, and are committed to delivering an exceptional experience for our guests, owners, and team members.  We look for individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust, and respect, encourage success and build relationships?  We’re looking for people like this to join our friendly, engaged, professional team.               


The primary purpose of this position is to understand and assist with all department functions and be responsible for ensuring the timely and accurate completion of all daily tasks/reports/audits. Ensure that all new, modified and cancelled IHG Rental (Holidex), Executive/Corporate, and Wholesaler reservations are entered for each property daily, as well as process all applicable deposits and refunds. Assist Manager to resolve issues and implement process consistency to achieve departmental common goals. Understand rate, deposit, and cancellation policies uniquely applied to each resort. Provide support to other departments pertaining to rental reservations.  Will be responsible for managing specific department tasks.



1.     Run various reports to audit daily entry of all wholesale reservations to identify and fix discrepancies. Oversee the auditing of contracted rate plans as well as monitoring rate changes and promotions.  Monitoring wholesale utilization and communicate to the appropriate team members when additional inventory may be needed to maximize occupancy. Monitor and approve above allotment request when needed and understanding the process to submit above allotment rates to wholesalers.


2.     Hands on knowledge of all reservation types/subtypes, and corresponding rate policy, folio set up, and cancellation details.   Responsible for entering and/or making sure new LNR rate categories are entered into GRS and TSW. Constantly monitoring audits for current and new rate accuracy in deposits, cancellations, and promotions as well as maintenance of mapping files for the interface.


3.     Assure third party/OTA resources, extranets, and wholesalers are fully maintained (entered audited, research).  Ensure stop sell dates are monitored and communicated in a timely manner.  Assist accounting with billing discrepancies. Support departmental entry of wholesale bookings when needed. Making sure the weekly EVR audit is and all reservations are blocked, modified, and cancelled in timely manner


4.     Assist with departmental tasks when necessary. Ensure IHG interface is working properly.  If a defect is detected working with the appropriate team members to correct in a timely manner.  Communicate with the resorts on interface outages.


5.     Assist with the training and development for various roles within the team.

This job description in no way states or implies that these are the only duties to be performed by the employee in this position.  It is not intended to give all details or a step-by-step account of the way each procedure or task is performed.  The incumbent is expected to perform other duties necessary for the effective operation of the department.


  • Monitor the completion of daily tasks to ensure process consistency and work is being completed accurately and in a timely manner. Work with manager to provide additional training when needed.



Job Requirements


  • High School Diploma Required
  • Higher education or college experience preferred
  • Intermediate understanding of rate policies
  • Three years of hotel reservations and/or front desk experience required
  • Two years of Wholesale, OTA and Group reservation experience required
  • Prior experience with TimeshareWare, Holidex, GRS, and reservation audit reports a plus


  • Must be self-sufficient and a self-starter.
  • Must be detail oriented with high level of accuracy.
  • Open to learning current business applications such as Excel, Word, Crystal Reports, Business Objects,  and Outlook
  • Ability to work closely within a team environment and or as an individual.
  • Ability to handle multiple tasks, and balance priorities to consistently meet deadlines.
  • Must be able to react and adapt to changes and priorities.
  • Carries out any reasonable request by management of which the employee is capable of performing.



While performing the duties of this job the employee may be required to sit or stand for extended periods of time.  Will be required to bend, twist, reach, push, pull, and operate office machinery.  Must be able to lift up to thirty pounds.  Specific work assignments may change without notice.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.



The majority of work will be performed in a climate-controlled environment, but may be exposed to inclement weather and varying degrees of temperature on occasion.



Department will operate 7 days a week. Schedules will vary depending on business needs, and may entail working nights, weekends, and holidays. Must be flexible to work outside of departmental operating hours as needed.