Group & Event Planning Coordinator

GROUP & EVENT PLANNING COORDINATOR

Main purpose:
Event Servicing Teams are responsible for servicing all residential group bookings once the contract is signed (following handover from Group and Events Sales Team) and responsible for converting all event leads. Event Services Teams must communicate, process, and execute client requests to hotel operational departments.
Reports to: Groups & Events Director

Main duties & responsibilities:

1. Support Events Director for the event servicing processes within the ‘Enquiry life cycle’ of group and residential leads - logistical management (e.g. rooming lists, menus, special requirements etc.) post contract signature and handover;
2. Support Events Director for the total processes within the ‘Enquiry Life Cycle’ for banqueting only leads. Managing all incoming banqueting only leads per property/region including logistical management (e.g. rooming lists, menus, special requirements etc.);
3. Assist Events Director for selling and negotiating on the phone and email;
4. Support Events Director for coordinating with all operational teams to ensure the successful delivery of a group or event. To include:
   
   1. ‘On boarding’ of all operational teams in the form of a BEO/Group Summary and meeting;
   2. Client to be met on arrival and introduced to the key operational colleagues that will be responsible for managing the group and event while on property;
   3. Pre-Con meetings should take place with the client present so a full run-through of the group/event can be discussed with the client;
   4. Key contact for the client while the event is on property.
5. Work in collaboration with all operational departments to ensure all group and event revenue is signed off per day in preparation for the final invoice;
6. Work in collaboration with Proactive sales teams and Group & Event Sales Teams to establish a suitable Post event follow up arrangement with the client;
7. Assist Events Director for final invoice preparations working in collaboration with the operational and finance teams. To include daily postings of agreed revenues, additional revenues and daily signing off on all event revenues by the client;
8. Helps to ensure compliance with all company standards, policies, and procedures;
9. Understands and uses new technology to improve performance;
10. Supports and attends any meetings, training sessions, or courses that may be beneficial to Team Members or departments.

We offer:

1. Fixed-term (1 year) contract according to C.C.N.L. Settore Turismo.
2. Learning & development activities and career opportunities.
3. Opportunity to stay in one of our hotels at a reduced rate (35€ per night) upon reaching 6 working months. You will also be entitled to 50% discount at bars and restaurants of the Company and 20% discount on wellness treatments at our Spa and on products "Irene Forte".
4. Staff celebrations.

Competencies required:

1. Managing Team Performance: Sets high standards for oneself and Team Members, provides guidance, development and takes corrective action in order to achieve consistently high levels of service.
2. Personal Effectiveness: Adapts interpersonal style and skills so that high quality results are achieved. Modifies behaviour to accommodate for certain individuals, situations and different tasks.
3. Personal and team development: Seeks opportunities to learn and to develop themselves and others in order to add value to the performance of the department and hotel.
4. Business awareness: Understands the direct connection between day-to-day service delivery and how it impacts departmental, hotel and company success.
5. Service excellence: Delivers service standards, which consistently exceed guest expectations.
6. Technically skilled: Demonstrates and understands job requirements and displays the technical skills and knowledge required to perform job well and in line with the departmental SOPs.

Other requirements:

1. Fluent in Italian and English.
2. Minimum 1 year of experience as Events Organizer.
3. Preferable evidence of self-development through specialized courses, conferences or workshops;
4. PC literate.
5. Good selling philosophy with developed customer relationship skills.
6. Ability to negotiate and resolve a degree of conflict.
7. Developed problem solving skills with the ability to think outside of the established norms.
8. Active and objective listener.
9. Strong organizational skills in order to successfully manage conflicting priorities from all teams and clients.

Please apply forwarding your CV with full details and enclose the approval to process the personal data according to local privacy laws and standards (d.lgs. 196/03).