Group and Event Coordinator

The Groups and Events Coordinator is responsible for the administrative and operational coordination of all confirmed group bookings and events. This role serves as the crucial link between the Sales team, the client, and the Operations departments especially in Food & Beverage, Housekeeping, Front Desk ensuring all contracted services are delivered accurately and on time, leading to high client satisfaction.

Client & Sales Coordination

• Manage the transition of groups from the initial sales phase to the operational phase.
• Serve as the primary internal contact for clients post-contract signing, addressing all logistical questions.
• Schedule and lead pre-conference/planning meetings with clients and internal departments.
• Handle all changes, cancellations, and add-ons in a timely manner, updating internal systems and communicating changes to clients.

Event Management & Documentation

• Create, manage, and meticulously distribute detailed Banquet Event Orders (BEOs) and Group Resumes to all relevant departments (often by a specific deadline, e.g., 7 days prior to the event).
• Coordinate all event logistics, including room setup, meal times, dietary requirements, A/V equipment, and transportation needs.
• Manage room block inventory, including cut-off dates, attrition tracking, and release of unused rooms.
• Ensure all necessary permits, licenses, and insurance documentation are in place for special events.

Financial & Administrative

• Process and track deposits, final payments, and billing details as per contract.
• Assist the accounting team with final billing reconciliation post-event.
• Maintain accurate and organized physical and electronic files for all groups and events.

Operational Execution

• Conduct property tours and site inspections for prospective and confirmed clients.
• Be available on-site during critical event phases (e.g., arrival, kick-off) to ensure smooth execution, address immediate issues, and transition hand-off to the operational team (e.g., Banquet Manager).
• Collect client feedback post-event and share insights with the Sales and Operations teams for continuous improvement.

• A degree or diploma in Hospitality Management, Event Planning, or a related field is preferred or equivalent work experience Skills
• 6+ years of experience in an administrative, events, or hospitality coordination role.
• Exceptional ability to manage multiple projects simultaneously with high attention to detail.
• Excellent verbal, written, and interpersonal skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and
• Experience with a CRM or Event Management System