Job description
Groups & Events Coordinator
The Group & Events Sales Executive is responsible for ensuring that group bookings, meetings and events are executed seamlessly, from the initial inquiry through to post-event follow-up. The ideal candidate will be client-focused and results-oriented, committed to achieving maximum occupancy and optimizing average room rates. As an effective relationship-builder, you will cultivate positive and lasting relationships with clients to enhance loyalty and satisfaction.
This position reports directly to the Group Sales Manager and is part of the INNSiDE Amsterdam commercial team. It presents an excellent opportunity for an experienced Group and Events Sales Executive with a strong hotel background to work independently and take full ownership of their responsibilities.
What will I have to do?
· Co-Responsible for meeting the MICE segment budget both in terms of rooms (volume of Room nights and Room Revenue) and in meeting room Rental and group-related F&B sales through the management of the Group Quotation team for Hotels in the sales area.
· Prepare quotes for meetings & events requests and/or +10 rooms with or without meeting rooms, with the aim of obtaining as much business as possible in terms of rooms, banqueting rooms, F&B and other group-related revenues following response time guidelines.
· Follow up on outstanding proposals, update, manage and control the group business and its database, ensuring that the information available is as up to date as possible in the MARS and OPERA system, reporting any incident to the specific department
· Prepare and review negotiations ensuring that contracts with customers and credit policies of the groups/leads they are managing are carried out in accordance with the policies and procedures established by MHI.
· Follow up deposits and payments according to the dates stipulated in the contract by updating the pro-forma invoice and sending it to the client when necessary.
· Once the contract is signed, ensure the coordination of all the group’s operational details and events by effectively informing all departments involved of the features and services required to carry them out successfully.
· Prepare group summaries as well as Food and Beverage service orders, distribute them at least 7 days before the arrival of the group or the date of the event.
· To participate in function sheet meetings and ensure clients’ requests are communicated to the operations team
· During the group's stay they are present at the hotel maintaining continuous contact with the client, supporting the operation and ensuring that everything runs as planned.
· Ensure the customer's experience and personalize their stay, anticipating their needs and exceeding their expectations.
· Dealing with customer incidents, communicating the actions taken to the person in charge. Escalate the incident to the person in charge if a solution cannot be found.
· Conduct site inspections, being fully conversant in room types and set-ups, AV equipment etc.
What are we looking for?
· 1 or 2 years in a similar role within a Hotel environment
· Would be great if you have experience with Opera PMS
· Time management skills and excellent communication skills with clients and colleagues
· Excellent attention to detail
· Speaks and writes English fluently, Dutch would be great
