Groups and events supervisor

hace 1 semana

Barcelona, España Almanac Hotels A tiempo completo

Mission:
To ensure the successful planning, organisation and execution of events, meetings and groups, providing a satisfactory and personalised experience for our clients. To maximise profit in all areas of the hotel through the planning and coordination of groups and events at the hotel, assisting the client directly, ensuring at all times that quality and service standards exceed expectations.

Responsibilities:

  1. Responsible for receiving requests and distributing them among the team.
  2. Make quotations for all requests for social events and meetings of more than 10 rooms that arrive at the hotel, always aiming to obtain the best possible business in catering, rooms, and other hotel services.
  3. Consult with the Revenue Manager and, in her absence, with the Events Manager regarding availability and rates to be offered.
  4. Responsible for the follow-up and subsequent updating of the requests sent in PMS- Opera and in the weekly group revenue table.
  5. Draw up the corresponding service contract once services have been confirmed.
  6. Act as the main liaison between the group and the hotel once a group or event has been confirmed.
  7. Ensure coordination of all operational details of the group and events by effectively informing all departments involved of the required features and services.
  8. Prepare group summaries and service orders for their programmes and supervise those of the Coordinator.
  9. Send rooming lists received to the Reservations Manager.
  10. Review room category assignments with the Front Office Manager.
  11. Distribute group summaries and service orders to all hotel departments and coordinate the BEO review meeting every Thursday at 12:30.
  12. Keep track of deposits and payments according to the contract dates, updating the proforma invoice and sending it to the client when necessary.
  13. Solve any setbacks with the group or event and follow up with the client as appropriate.
  14. Execute the closing of the files with all the information received and inform all hotel departments of customer feedback.
  15. Be present in the hotel during the group's stay, maintaining continuous contact with the client and introducing heads of operational departments.
  16. Perform the check-in review of the group/event to ensure correctness.
  17. Plan and execute the pre-convention meeting to establish a direct relationship between department heads and the meeting planner.
  18. Follow up with the client at the end of the event to assess their satisfaction and evaluate areas for improvement.
  19. Welcome the client (meeting planner) by establishing a personal relationship with the hotel.
  20. Forecast commission payments for the following month and send to Finance.
  21. Review the status of outstanding invoices every Friday and claim from customers if necessary.
  22. Send the forecast of events for the next 4 weeks to F&B every Monday.
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