Job description
What’s the job?
As Groups Coordinator you will coordinate the reservations, room blocks and contracts for large groups.
You’ll report to the Assistant Commercial Director & Commercial Director.
Your day-to-day
• Manage and coordinate all group requests (corporate, incentives, conferences, weddings, and social events).
• Prepare and send quotations, contracts, and personalized proposals in accordance with hotel standards.
• Coordinate with internal departments (banquets, F&B, rooms, housekeeping, front office, revenue management) to ensure flawless execution of events.
• Accurately produce and revise all sales contracts, rate agreements, and banquet / catering event orders.
• Follow up on group payments, deposits, and invoicing in line with hotel policies.
• Monitor compliance with contractual deadlines and cancellation policies.
• Update the hotel management system (PMS/CRM) with reservations, changes, and group logistics details.
• Conduct site inspections with prospective clients and attend planning meetings.
• Maintain the highest service and hospitality standards in line with a five-star property.
• Achieve personal and team goals as assigned.
• Maintain group blocks, rooming lists, and reservations in the system.
• Work closely with other hotel departments to facilitate services agreed upon by the sales office and clients.
• Negotiate guest room rates, meeting room rentals, function space, and/or hotel services within approved booking guidelines.
• Follow up with clients regularly before, during and after departure to ensure satisfaction and secure future bookings.
• Prepare for each group’s arrival, prepare group history, billing information, deposits, filing, VIP information, correspondence, etc.; interact with booking contacts as needed. Correctly record group rooms and revenue in the property management system.
• Support the Director of Sales in commercial strategies and group acquisition campaigns.
