Reservation Specialist

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.