Reservations Agent

Pay: $21.00 to $21.00 per hour

Description
The pay rate for this role is $21 per hour
About Appellation:
Born from the elegant merger of the culinary and hospitality worlds, Appellation is much more than a typical hotel company. Inspired by its name, this new hotel brand brings together the best of local elements in a new way: a hotel collection powered by people, connected by food, and defined by place—all designed to celebrate its destinations' culture, community, and craftsmanship. Developed by visionary co-founders Charlie Palmer, one of America's best-known, award-winning chefs and pioneer in the American hotel-restaurant model, and Christopher Hunsberger, a 30-year veteran of Four Seasons Hotels and Resorts and its former president of North Americas. Join Appellation as its first hotels and resorts take root in 2025.
Overview of Position:
The Reservations Agent at Appellation Healdsburg serves as the voice of our property, creating the first impression for guests through telephone and digital interactions. This is an extraordinary opportunity to be part of the front of house team at one of Healdsburg's most distinguished properties, crafting innovative experiences and delivering memorable service that reflects the region's genuine hospitality.
As a Reservations Agent, you will be the central hub for all guest communications, managing hotel reservations, restaurant bookings, in-room dining orders, and serving as the primary operator for the property. You will be responsible for creating exceptional guest experiences from the moment of first contact, handling all incoming calls, processing reservations across multiple outlets, and providing comprehensive concierge-level information about the property and local area.
Primary Duties and Responsibilities
Hotel Reservations
Process new hotel reservations, modifications, and cancellations through the property management system (Maestro)
Manage room inventory and rate optimization in coordination with revenue management
Handle group reservations and special event bookings
Process advance deposits, payment processing, and reservation confirmations
Coordinate special requests and guest preferences with relevant departments
Maintain accurate guest profiles and booking records
Restaurant Reservations
Manage restaurant reservation system for all dining outlets
Coordinate with restaurant management for special events, private dining, and large party bookings
Handle waitlist management and communicate availability updates to guests
Process dietary restrictions and special occasion requests
Maintain knowledge of restaurant menus, hours, and policies
In-Room Dining Operations
Take detailed in-room dining orders with accuracy and efficiency
Coordinate timing and delivery with kitchen and service staff
Handle special dietary requests and menu modifications
Process payment and billing for in-room dining services
Manage delivery logistics and guest communication
Operator Functions
Serve as primary telephone operator for all incoming calls
Direct calls to appropriate departments and personnel
Handle guest wake-up calls and message services
Provide emergency response coordination when necessary
Maintain professional telephone etiquette and brand standards
Guest Services & Concierge Support
Provide comprehensive information about hotel amenities, services, and policies
Offer detailed local area knowledge including attractions, dining, shopping, and activities
Assist with transportation arrangements and coordination
Handle guest complaints and concerns with professionalism, escalating when appropriate
Coordinate with other departments to fulfill guest requests
Administrative Duties
Maintain accurate records of all reservations and guest interactions
Prepare daily reports and communicate effectively with supervisors
Handle cash transactions and payment processing following security protocols
Ensure compliance with all hotel policies, procedures, and brand standards
Support emergency procedures and proper handling of guest data and privacy protection
Participate in daily shift meetings and departmental briefings
Additional Responsibilities
Maintain professional appearance and workspace organization
Attend all mandatory meetings and training sessions as directe
Support cross-training assignments required to support hotel operations
Perform other general tasks as directed by the Hotel Assistant Manager, Front Office Manager, General Manager, or Director of Rooms
Requirements
The pay rate for this role is $21 per hour
Skills & Qualifications
Education & Experience
High school diploma or equivalent required.
Previous experience in hotel reservations, call center operations, customer service, or hospitality industry preferred
Experience in luxury hotel environment a plus
Restaurant service or food & beverage experience beneficial
Essential Skills
Excellent verbal and written communication skills, with fluency in the English language
Strong telephone etiquette and professional communication abilities
Ability to multitask effectively while maintaining attention to detail
Strong organizational skills and ability to work under pressure
Valid Smart Serve and RBS certification or ability to obtain within 30 days of employment
Technical Proficiencies
Systems usage: Microsoft Office products (Word, Excel, PowerPoint, and Outlook), Maestro (PMS), Toast (POS), Alice (guest requests, text messaging, and coordinating), Teams (internal messaging), and telephone system operations
Ability to learn and adapt to new operating systems and reservation platforms
Experience with multi-line telephone systems preferred
Schedule & Availability
Ability to work a flexible schedule including morning, afternoon, evening, overnight, weekends and holidays
Daily on-premises presence required
Personal Attributes
Detail oriented, organized and efficient, and safety minded
Good team player with positive attitude and strong work ethic
Passion for hospitality, food and beverage, trustworthy, and open to learning
Knowledge of luxury hospitality standards and guest service concepts
Ability to maintain levels of quality and customer service typically expected of a luxury resort
Compliance & Safety
Familiarity with ADA compliance, local fire safety regulations, and relevant current laws governing guest privacy and data protection
Understanding of emergency procedures and communication protocols
Essential Functions
To perform the duties and requirements for this job, you must have the following physical abilities:
Sit for extended periods of time (up to 8 hours per shift)
Enter data into computer terminals and operate standard office equipment
Use multi-line telephone systems and radio communication devices
See and read computer screens and printed matter with or without vision aids
Hear and understand speech at normal levels and on the telephone
Speak clearly so that others may understand at normal levels and on the telephone
Physical Requirements
Constant: sitting, repetitive use of hands and arms for typing and phone operation
Frequent: typing, use of mouse, telephone handling, and note-taking
Occasional: standing, walking, and light lifting (up to 10 pounds)
You must have the ability to work in a fast-paced environment, handle multiple tasks simultaneously, and maintain focus during busy periods with or without reasonable accommodations.
Equal Opportunity Employer
Appellation Hotels is an equal opportunity employer. We provide equal employment opportunities to all applicants regardless of race, color, national original, ancestry, sex, age, religion, sexual orientation, gender identity, marital or family status, disability, veteran status, genetic information or any other status considered unlawful by federal, state, or local laws.