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.
Qualifications & Skills
* Bachelor's degree in hospitality or related field.
* Previous +2 years' experience in group sales, event coordination, or hospitality sales, ideally within a luxury hotel environment.
* Must be fluent in local language and English, additional languages will be highly valuable.
* Experience with entertainment groups will be highly valuable.
* Strong communication and negotiation skills.
* Excellent organizational skills and attention to detail.
* Proactive, positive, energetic, dynamic, emphatic, team-worker and with passion for service.
* Ability to work and manage multiple projects simultaneously.
* Knowledge of hotel management systems (PMS/CRM, Opera, Delphi, or similar).
What to expect from us
* Discounted international room rates.
* Meals whilst on duty.
* Private health insurance discount.
* Kimpton Benefits: our platform with exclusive discounts for employees.
* Cool work environment and lots of fun! ??
* Room for professional growth in one of the largest hospitality companies.
* Training programmes and access to IHG's training tool
