Job Description
Groups Reservations Agent
Pepperclub Hotel, Cape Town
Reports to: Reservations Manager
Pepperclub Hotel is recruiting a confident, detail-driven Groups Reservations Agent to join our 5-star team. This role suits someone who thrives on complexity, manages volume calmly, and takes full ownership of group and series bookings from enquiry to arrival.
About the Role
You will manage the full groups reservations lifecycle including enquiries, quotations, room blocks, rate management, payment follow-ups, and arrival preparation. The role requires high accuracy, disciplined follow-up, and strong coordination across departments to ensure a seamless guest and operational experience.
Guest Experience & Communication
Handle group enquiries via email, calls, and WhatsApp within required turnaround times
Deliver clear, professional communication aligned to 5-star and LQA standards
Build confidence with agents, corporates, and organisers through accurate quoting
Prepare arrival correspondence and group check-in packs at least seven days prior to arrival
Reservations Processing
Create, manage, and update group and series room blocks accurately in Opera
Capture all bookings with complete notes, traces, and contractual details
Actively follow up on all quotations to maximise conversion and revenue
Manage group, series, corporate, government, and agent bookings
Action daily reports including new bookings, amendments, cancellations, and overbookings
Maintain and update the Daily Quote Sheet
Finance & Documentation
Send quotations, invoices, and payment links timeously
Follow up on deposits and outstanding balances
Ensure correct allocation of deposits, vouchers, and payments
Process refunds and future-use credits within required timeframes
Maintain accurate group files and supporting documentation
Operational Coordination
Liaise with Front Office, Housekeeping, F&B, Sales, and Operations on group requirements
Prepare and distribute function sheets to Operations timeously
Coordinate transfers, special requests, and group movements
Escalate rate discrepancies, system issues, overbookings, and guest complaints
Support Front Office with accurate pre-arrival and rooming information
Minimum Requirements
Grade 12; Hotel Management Diploma advantageous
Minimum 3 years experience in a Groups Reservations role within a 5-star hotel
Proven experience managing group and series bookings
Opera PMS experience essential
Excellent written and verbal communication skills
Strong computer literacy (Outlook, Word, Excel)
High attention to detail with strong organisational skills
Able to work under pressure and manage high booking volumes
Willing to work occasional weekends and public holidays
What Makes You a Great Fit
Calm, professional, and service-driven
Highly organised with strong follow-up discipline
Commercially aware and revenue-focused
Confident working independently and within a team
Adaptable and comfortable in a fast-paced, high-volume environment
How to Apply
Click the green “Go Apply” button below to apply directly online with the employer.
About Other Tourism/Hospitality Jobs in Western Cape
The Western Cape is a thriving region for other tourism and hospitality careers, with a diverse range of industries catering to both local and international clients. Typically, this sector experiences steady growth due to the province’s reputation as a popular tourist destination, attracting millions of visitors each year. Generally, job seekers in this field can expect to find employment opportunities across various sectors, from luxury hotels to outdoor adventure operators.
Salary ranges for careers in other tourism and hospitality vary widely depending on factors such as experience, company size, and industry sector. While broad salary expectations are difficult to pinpoint, it’s common for entry-level positions to fall within the R20 000 – R40 000 per month range, with more senior roles potentially exceeding R80 000 – R150 000 per month. However, these figures are highly variable, and actual salaries can differ significantly based on individual circumstances.
Common skills required for careers in other tourism and hospitality include excellent communication and interpersonal skills, a strong attention to detail, and the ability to work well under pressure. Other essential skills often include language proficiency (especially English and Afrikaans), knowledge of local culture and customs, and experience with customer service or marketing. Additionally, having a basic understanding of financial management, conflict resolution, and team leadership can be beneficial in advancing one’s career.
The Western Cape is home to various industries that commonly employ professionals in other tourism and hospitality, including the financial services sector, technology industry, manufacturing sector, and more. These sectors offer diverse opportunities for job seekers, from working as a concierge or tour guide to managing hotel operations or marketing campaigns.
Career development opportunities abound in this field, with common paths including taking on additional responsibilities, pursuing specialized training or certifications, and moving into management roles within existing companies. With experience and dedication, professionals can transition into senior leadership positions or explore entrepreneurial ventures, leveraging their expertise to build successful businesses in the Western Cape’s thriving tourism industry.
This information provides general career guidance. Actual salaries and requirements vary by employer.
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