Groups Sales Coordinator

hace 2 días

Madrid, España Mandarin Oriental Hotel Group A tiempo completo

**Position**: Groups Sales Coordinator (Full time #530637)

**Property / Office**: Mandarin Oriental Ritz, Madrid

**Location**: Madrid, Spain

**The Company**:
Mandarin Oriental Hotel Group is the award-winning owner and operator of some of the world’s most prestigious hotels and resorts. The Group now operates or has under development 41 hotels with more than 11,000 rooms in 25 countries in key business and leisure destinations.

**The Hotel**

Renowned Parisian designers Gilles & Boissier, have created a sophisticated residential design for the 100 rooms and 53 suites, including several one-of-a-kind specialty suites, featuring unique design elements inspired by the hotel’s historic connections to the city, Spanish culture and art.

With a stunning and meticulous restoration that celebrates César Ritz’s pioneering spirit, a prestigious central location, five restaurants and bars overseen by one of Spain’s most celebrated chefs and exceptional leisure and wellness facilities, Mandarin Oriental Ritz, Madrid is set to become the city’s most luxurious hotel.

**Scope of Position**:

- To effectively administrate and co-ordinate all group bedroom bookings, as per the group reservations procedure.
- To effectively manage the coordination of the group requirements with all other departments.
- To ensure guest satisfaction to drive guest repeat stay and recommendations for other MOHG hotels.
- To adhere to the events and group yield policy to maximize revenues.
- To adhere to billing procedures as per the hotel policy.
- To develop good working relationships with all clients, internal and external.
- To assist the Group Sales Team with any administration requests.

**Reporting Line/s**

The Groups Coordinator will report directly to the Director of Group Sales.

**Duties and Supporting Responsibilities**:

- To receive handover from the Group Sales Department once Group booking is definite to operationally coordinate with the client and all relevant hotel departments group program (details, arrival, menu selection, BEO update and organization, require rooming list, prepare Group Resume and Pre-Con meeting with the planner), amongst other duties.
- To coordinate all group requirements while in-house and effort to upsell other services and ensure expected MOHG level of service.
- To ensure that all the information is accurately obtained prior to the arrival of the group, including details of rooming list, room allocations, arrival times, procedures, payments, billing instruction, etc.
- To enter rooming lists and to monitor group reservations made via an on-line booking code.
- To work closely with Reservation department regarding any direct call-in reservations for group room block.
- To book any outside source requested by the client, within reason.
- To liaise and coordinate with the F&B and Reservations, to ensure handover is seamless and the group is an overall success.
- To prepare a complete and detail Group Resume which should be forwarded to all departments at least one-week prior Group arrival.
- To review with Front Office and operational departments, at least 72 hours prior to arrival, group arrival and accommodation details.
- To attend internal meetings as required.
- To meet and assist group organizers.
- To set Pre-Conference meetings for all arriving groups with Operations as per Pre-Con Best Practices.
- To attend BEO meeting and present to operations, to present upcoming confirmed groups and confirmed or revised BEOs. Double check documentation prior weekly BEO meeting to ensure all details are correct.
- To revise room blocks after rooming lists are entered and prior group arrival.
- To check final billing details and ensure all the payments are done before the group departure.
- To liaise with the Director of Groups or Groups Manager regarding contract and to confirm billing arrangements and deposit requirements as per terms and conditions.
- To enter rooming lists, to respond to call-in reservations for groups and to monitor group reservations made via an on-line booking code.
- To maintain a clean and up-to-date filing system for all enquiries.
- To release space immediately for sale once the option date has been passed.

**Additional responsibilities***
- To issue any reports and forms as directed by their manager.
- To handle site inspections, FAM trips and pre-group client meetings, in conjunction with the Sales Team.
- To assist the Group Sales Team with administration support as required.
- To assist in quoting and converting groups as required.
- To have full knowledge of all rates, room types, overall hotel product and the hotel’s primary competition.
- To maximize opportunities for up-selling of room rates and any other services.

**Success Profile for this role**

**Humility**

Can get things done quietly without unnecessary noise. Quickly admits flaws and mistakes, is modest and self-effacing, and is authentic. Is careful to make others comfortable; helps them save fac

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