For hotel sales and operations teams

Virtual assistants for hotels

Give the front desk a group arrival record it can use. Your assistant follows up on rooming lists, organizes changes and prepares the handoff for your team. KTD recruits and prepares for your hotel's agreed responsibilities before handoff.

Find your assistant

Group details keep changing after the booking is made.

The organizer sends a revised rooming list, an attendee changes dates, and a request sits in a separate email. Your sales contact and front desk need the same current record before arrival.

An assistant can collect the updates, preserve their source and flag mismatches for hotel review. The final handoff shows what has been confirmed and which requests still need a decision.

The work to hand off

Bring group information into one current record.

Organize group booking inputs

Gather the organizer's details, supplied booking reference and agreed administrative checklist. Track the information still needed before the arrival handoff.

What you get back: A group booking file with outstanding inputs

Maintain rooming-list versions

Collect guest-list updates and record changes against the previous version. Highlight mismatches with the booking information your hotel supplies.

What you get back: A current rooming list and change log

Coordinate organizer follow-up

Request missing arrival details and record answers in the group file. Route rate, room-type or special requests to the hotel contact who decides them.

What you get back: An organizer follow-up queue with hotel decision owners

Prepare the front-desk handoff

Assemble the reviewed list, confirmed arrangements and unresolved requests. Make the version and review status obvious to the receiving team.

What you get back: A group arrival packet for the front desk

Illustrative workflow

From revised rooming list to an arrival handoff

Keep organizer changes traceable until your hotel has reviewed their effect on the booking.

The organizer sends a list

Assistant preparesSave the version and connect it to the group reference.

Your team decidesThe booking terms and required arrival information.

A change is identified

Assistant preparesCompare the supplied lists and flag new or altered entries.

Your team decidesWhether dates, room types or allocations can change.

The organizer is contacted

Assistant preparesRequest missing information and record the reply.

Your team decidesAny commercial or operational exception.

The handoff is prepared

Assistant preparesAssemble the reviewed list and outstanding-request summary.

Your team decidesRoom assignment, arrival readiness and on-site service.

Illustrative example — not a client record

A group rooming-list change needing hotel review

Use a change record to stop a new organizer request from being mistaken for an approved allocation.

Group reference: Example entryHT-015; conference group arriving Wednesday.; What to provide or checkLink the list to the booking.
Current list: Example entryRooming list v3 received from the organizer.; What to provide or checkIdentify the version being reviewed.
Change found: Example entryOne attendee now requests arrival on Tuesday.; What to provide or checkDescribe the difference from the prior list.
Approval state: Example entryHotel sales contact has not approved the extra night.; What to provide or checkSeparate the request from confirmed booking details.
Next action: Example entryAssistant requests the hotel decision, then updates the organizer and handoff record.; What to provide or checkIdentify the approval and communication route.

Ready to hand over when: The hotel team can find the current list, identify the changed arrival request and see whether it has been approved before preparing the arrival packet.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Do group bookings create recurring administrative follow-up?

A useful fit when

Organizers regularly send changing rooming lists and arrival details.
Your hotel provides a current booking source and a contact who approves changes.

Discuss the setup first

You need continuous front-desk coverage or on-site guest service.
The workload is limited to one isolated event rather than an ongoing hotel role.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Your hotel controls the stay.

Define the source of booking information and the hotel contact who approves changes before the assistant communicates with organizers.

Rates, availability, allocations and booking exceptions remain with authorized hotel staff.
On-site guest service, safety and room readiness remain with the hotel team.
Guest-data access, payment handling and coverage hours follow the role and permissions you agree.

Bring a group booking with a revised guest list.

01Your group reservation checklist and rooming-list format.
02The source of approved booking details and change rules.
03Reservation tools, file access and required experience.
04Organizer messages, coverage hours and hotel approval contacts.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant maintain rooming lists?: Yes. They can collect versions, record changes and flag differences against the booking information your hotel supplies. Your team approves allocations and exceptions.
Can they follow up directly with group organizers?: Yes, for the administrative information and messages you authorize. Requests involving rates, availability or changes to the booking go to the designated hotel contact.
Does this replace on-site front-desk staff?: This role prepares records and coordinates communication around the stay. Your front desk and on-site team remain responsible for arrivals, room readiness and guest service decisions.
How is the assistant prepared for our hotel?: KTD recruits and prepares for your hotel workflow and agreed responsibilities before handoff. Matching covers systems, required skills, working hours and preparation time, including how group changes are reviewed.
What are the service options?: Managed support provides a dedicated, full-time assistant with ongoing KTD support for a monthly fee. Direct hire covers recruitment and training for a placement fee before you hire directly. We agree the scope, hours and terms before starting.

Make the next group arrival easier to hand over.

Show us where rooming lists, organizer emails and hotel decisions diverge. We will shape an assistant role that brings the current information together.

Find your assistant

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Explore other ways to organize the work around your team.

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