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Reservationist / Inbound Verification – Job Description

Position Title: Reservationist / Inbound Verification

Location: Cocoa Beach, FL

Reports To: General Manager (GM) / Assistant General Manager (AGM)

Employment Type: Full-Time

Position Summary

The Reservationist / Inbound Verification role is responsible for ensuring the accuracy, compliance, and proper processing of all inbound reservations. This position plays a critical part in maintaining inventory integrity, supporting resort operations, and delivering a seamless experience for owners, exchangers, and guests. The ideal candidate is detail-oriented, organized, and experienced with timeshare reservation systems.

Essential Job Duties

Verify all inbound reservations and ensure they are placed in the correct room blocks.

Confirm all required fees have been paid, including maintenance fees, upgrades, internal exchange fees, and cancellation fees.

Assist with verification and processing of W9 forms, rental agreements, and VAF documentation.

Block rooms weekly according to established policy and upcoming occupancy needs.

Review and update maintenance fee and payment plan information as needed.

Block Out-of-Order (OOO) rooms per direction of the GM and AGM.

Support blocking of model units and rooms affected by future renovations.

Review daily booking activity to identify timing issues, conflicts, or incorrect placement.

Assist with overbooking management, ticketing, and relocation coordination.

Collaborate with GM/AGM to submit inventory requests to the management company for major renovations or downtime periods.

Coordinate with management during emergency downtimes to ensure accurate room availability and guest placement.

Assist in overbooking or emergency downtime scenarios.

Required Qualifications

High school diploma or equivalent.

Minimum two (2) years of experience using SPI or similar timeshare reservation software.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Ability to operate standard office equipment (phones, printers, scanners, etc.).

Strong multitasking abilities with excellent organizational and prioritization skills.

Excellent interpersonal and communication skills with the ability to work effectively with all levels of staff and management.

Preferred Attributes

Strong attention to detail and accuracy.

Ability to work in a fast-paced environment with shifting priorities.

Professional, dependable, and team-oriented.