Groups Reservations Officer (Japan)

About this role

Position Overview

The Reservation Officers are responsible for managing all reservations in relation to accommodation on a daily basis, focusing mainly on MAG teams (MICE - Adventure - Groups) and ensuring accurate and efficient confirmation of bookings through suppliers. S/he is also responsible for setting the booking procedures and ensuring all information is recorded into the company internal system. In addition to that, the Reservation Officer is responsible for developing relationships and negotiating with suppliers to ensure the company receives the best available rates and to ensure the company has best conditions in the market.

Benefits

● Hybrid working style (Up to 3 days WFH per week)

● Flexible working hours (Core time 10:00 A.M to 4:00 PM)

● WFH Allowance (Based on company regulation)

● Company holidays (9 in 2025) in addition to national public holidays

● AIG medical insurance, transportation, retirement fund

● Monthly company events, company travel and more

● Female-friendly environment

● Strong career path

● An office consist over 36 different cultures

Responsibilities:

● Handling bookings on a daily basis and sending out confirmation notices for special requests such as FOC, discount and others benefits/added values.

● Ensure the assignments’ deadlines are met & information updated frequently.

● To determine the best suppliers for the operations of each trip, including the allocation of rooms

   ● To ensure accurate reservation information is sent to suppliers.

   ● All services booked and confirmed as per assigned workload and ad-hoc booking requests in compliance with relevant booking procedures.

   ● Minimize error rate in bookings.

● To input all data accurately into Internal system in a timely manner

   ● Setting and completion of booking procedures.

   ● No missed booking entries and accuracy of entered data.

   ● Entries for each booking to be complete by month end for invoicing.

   ● All entries to be updated and checked on a weekly basis.

● Pre-check services to make sure all services are reserved before client's arrival.

● Inform quickly the Department Manager in case of problems, allowing a suitable solution.

● Advise or solve problems in case there are difficulties with one of the files.

● Be in contact with the Product department and product team for things related to contracting, rates update.

● Need good communication with Inbound team

Qualifications

● Bachelor’s degree or higher in relevant fields.

● Minimum 3 years’ experience as a similar role, an international experience would be an advantage.

● Experience in the tourism field is preferred.

● Experience in contracting with hotels & suppliers is preferred.

● Be commercially focused.

● Good communication skills.

● Good command of spoken and written English and Japanese.

Skills

● Hotel Reservation-related experience and able to work as a team

● Ability to build strong relationships with key accounts

● Excellent communication and negotiation skills.

● Self-motivated and ability to manage multiple tasks.

● Strong service mindset, team player, detail oriented with ability to work autonomously.

● High standard of personal conduct and presentation

● Excellent skills in Microsoft Office & Travel software.