Xanterra Leisure Holding, LLC

  • Special Reservations Coordinator (Year-round)- Mammoth Hot Springs, Yellowstone National Park

    Job Locations US-WY-YELLOWSTONE
    Posted Date 1 week ago(1/11/2019 9:39 AM)
    Requisition ID
  • Overview



    The Special Reservations Coordinator is a full-time, year-round position located in the Mammoth Hot Springs area of Yellowstone National Park, Wyoming. This position is responsible for overseeing the booking of individual and group reservations requiring special attention including the handling of the logistical and communications aspects of press and media requests, and our company’s package programs. This position works in collaboration with department managers to facilitate a team-oriented and employee focused work environment.


    Company housing is not provided for this position. To learn more about living, working, and exploring Yellowstone, check out our website.



    Responsibilities of Special Reservations Coordinator

    • Book all reservations requiring special attention (SPATT) and obtain authorization for and coordinate any special services or amenities. These categories include but not limited to:
      • Prize Winners
      • Trade Outs
      • Special guests
      • High-ranking business or social figures
      • Press
      • Familiarization tours by trade and prospective customers
      • Administrative Campground Sites
      • Trainer Housing
      • Employee Bookings (including winter administrative travel)
      • Community special reservations programs (i.e. free tours for local hotel employees, etc.)
      • Xanterra’s Corporate office
      • NPS Superintendent’s office
      • Xanterra/partner reservations including conferences, retreats, donor events, board meetings and field seminars.


    • Coordinate arrangements and communicate directly with the Director of Sales and Marketing (or designee) for press, media, trade and other VIP reservation requests. As defined by Director, ensure proper communications and directions are shared with the appropriate support and field staff regarding the successful delivery of the reserved services and satisfaction of the guest(s).


    • Coordinate logistics of Yellowstone package reservations (Lodging & Learning, Adventure, Getaway, etc.) as follows:
      • Coordinate and communicate package logistics with Xanterra partners and internal departments (ie. Transportation, F&B, GAO, Retail and M&S/Reservations) as appropriate
      • Coordinate and/or create component booking documents
      • Coordinate and/or create group master blocks
      • Ensure package itineraries are accurate and clearly communicated
      • Coordinate the testing of package rates in the PMS (Property Management System)


    • Sell and book Custom Travel reservations for commercial operators with an emphasis on improving low occupancy areas and maximizing revenue. This process includes itinerary planning and securing lodging, meals, transportation and activities into our property management system (PMS). Issue custom travel contracts conveying policies and negotiated rates specific to custom travel. Coordinate any special services or amenities.


    • Work with the General Accounting Office to resolve any outstanding billing balances for Special Reservations and Custom Travel groups.


    • Work with the Assistant Director, Reservations Sales in cooperation with Manager, Training and Development to determine skill development opportunities consistent with personal and department goals.


    • Promote and facilitate a team-oriented and guest service focused office environment by assisting in all Reservations Sales areas as needed.


    • Maintain a high commitment to guest service in all Reservations functions.


    • In cooperation with the department management team, maintain safe facilities, complete required NPS/Corporate safety programs and inspections, review employee accident investigation and follow-up, support company sustainability initiatives, etc.


    Perks include:

    • Vacation, Holiday and Sick Leave
    • Health, life and other insurance benefits
    • 401k
    • Free Employee Recreation Program (hiking, photography, camping, wildlife watching, and more!)
    • Discounts in and around Yellowstone



    Essential Skills and Knowledge

    • Effective leadership and management skills.
    • Ability to communicate in a professional manner both verbally and in writing.
    • Ability to balance time/cost considerations.
    • Organizational ability.
    • Sales skills.
    • Sound judgment.
    • Ability to multi-task.
    • Detail oriented.
    • Ability to handle confidential issues in a professional manner.
    • Ability to quickly gain an in-depth understanding of the department's computerized reservations, telephone and payroll systems.
    • Previous experience and proficiency in Microsoft Office programs (Word, Excel, Outlook).
    • Knowledge of the following is helpful:
      • General Office policies and procedures.
      • Xanterra Parks & Resorts facilities and services, and the park itself.
      • LMS Reservation System.

    Physical Requirements: 

    • Ability to sit for long periods of time – 60% of workday
    • Ability to work 40+ hours/week when necessary – 25% of workday
    • Ability to work in a higher altitude environment – 100% of the workday



    • To assist in developing Special Reservations and Custom Travel standards and policies.
    • To assess cancellation penalties.
    • To recommend to the Director, Sales and Marketing or Assistant Director, Reservations Sales to accept or refuse bookings on the basis of past performance.
    • To overbook as needed to assure guest satisfaction.


    Live. Work. Explore. Yellowstone National Park Is Naturally Different

    At Yellowstone National Park Lodges, we are a welcoming community who work hard, share a passion for the environment, and enjoy creating memorable experiences for our guests. We are the primary concessionaire in Yellowstone National Park. As part of the Xanterra Travel Collection family, we embrace a “naturally different” lifestyle that allows you to live, work, and explore one of the most beautiful places on earth. We are a company based on values that reflect an environmental ethic and social conscience – for the long-term. “Our Softer Footprint” focuses on how we reduce our environmental impact through our comprehensive environmental initiatives. Our business practices exemplify environmental stewardship, and a desire to protect and preserve our public lands.


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