Job Category: Account/Relationship Management
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.
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.
- Room for professional growth in one of the largest hospitality companies.
- Training programmes and access to IHG's training tool.
- Meals whilst on duty.
- Private health insurance discount.
- Kimpton Benefits: our platform with exclusive discounts for employees.
- Cool work environment and lots of fun! 😊