Groups and Events Coordinator

hace 1 semana


Barcelona, Barcelona, España Almanac Hotels A tiempo completo
Job Description:

We are seeking a highly skilled Groups and Events Supervisor to join our team at Almanac Hotels. This is an exciting opportunity for a motivated individual to take on a key role in planning, coordinating, and executing successful events and groups.

Responsibilities:

  • Receive and distribute requests among the team, ensuring timely and efficient communication.
  • Prepare quotations for social events and meetings of more than 10 rooms, focusing on maximizing profit through catering, rooms, and hotel services.
  • Collaborate with the Revenue Manager and Events Manager to determine availability and rates for proposals.
  • Follow up and update requests in PMS-Opera and the weekly group revenue table, maintaining accurate records.
  • Create service contracts once services have been confirmed, outlining terms and conditions.
  • Serve as the primary liaison between the group and hotel, ensuring seamless coordination and communication.
  • Coordinate operational details by effectively informing all departments involved, including front office, reservations, and food and beverage.
  • Prepare group summaries and service orders for programs, supervising coordinators and ensuring accuracy.
  • Distribute rooming lists to the Reservations Manager and review room category assignments with the Front Office Manager.
  • Coordinate the BEO review meeting every Thursday at 12:30, involving all hotel departments.
  • Track deposits and payments according to contract dates, updating proforma invoices and sending them to clients when necessary.
  • Address any setbacks or issues with the group or event, following up with clients accordingly.
  • Close files with all received information, informing hotel departments of customer feedback.
  • Maintain continuous contact with clients during their stay, introducing heads of operational departments and ensuring satisfaction.
  • Conduct a check-in review to ensure correctness and prepare for the pre-convention meeting.
  • Forecast commission payments for the following month and send to Finance, reviewing outstanding invoices every Friday.
  • Send a forecast of events for the next four weeks to F&B every Monday.
  • Welcome clients by establishing a personal relationship, exceeding expectations in quality and service standards.

About Us:

Almanac Hotels values exceptional customer experiences, delivered by dedicated teams. We strive to maximize profit through efficient operations and innovative solutions.


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