Rosewood Hotel Group Page d’accueil

The Group & Event Coordinator will report to the Director of Event and Catering. The position will be responsible for coordinating all details of the group’s meeting requirements, up to the ultra-luxury 5-Star service standards when dealing with both external and internal customers. Ensure all aspects of each program are delivered flawlessly and to the satisfaction of both the meeting planner and the attendees to win them long term.

·         Ensures all standards of service are met when assisting guests in person, over the telephone and by correspondence.

·         Follows-up on all client and guest requests within 24 hours of receipt.

·         Ensures all the management from Rooms, F&B, Maintenance & Finance Division receive all pertinent information for groups, weddings and special events in a timely manner.

·         Follows up with guest preference forms, make reservations and put them in ALICE.

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 KEY RESPONSIBILITIES:

• Coordinates contracted and non-contracted groups as assigned by the Director of Catering & Events.
• Creates up-sell opportunities and identify sources for ancillary hotel revenue.
• Continuously looking for new ways to service groups, and to find creative solutions to meet customer demand within 24 hours.
• Produces distributes detailed convention services resumes to hotel operational departments.
• Produces and distributes signed group resume, and signed banquet event orders at least 14 days prior event date.
• Follow up and enter designated Delphi entries related to any event proposal, C event requests, and email enquiries to maximize the revenue production.
• Communicates effectively with the Sales &F&B Team to maximize the hotel’s function space.
• Sets up, leads, pre and post conference reviews and billings with the client and hotel departments as directed.
•  Responsible for the review of all bills that are sent to the client. In reviewing bills, they should be accurate and timely in order to maximize return business. Collects Bills based in scheduled payment and liaise with finance.
• Responsible for the compilation of all cancellation/attrition charges of groups.
• Coordinates all audiovisual requirements of the client and ensures that proper equipment is ordered.
• Participates in weekly operations meetings to communicate the upcoming group’s needs.
• Prepares site inspections forms and disseminates information pre and post sites feedback to Sales & Marketing and Associates. Participates in site inspection as assigned.
• Input site information in the joint Sales & Marketing Catering site calendar and ensure proper feedback after site is sent to DOSM and Sales Coordinator.
• Prepares a rooming-list, for the Reservations Department including arrival date, arrival and departure times, type of suite requested and special room requests.
• Main point of contact to ensures function room availability. In charge of auditing blocking the venues in both open tables and Delphi.
• Attend weekly BEO, Resume and other Resort meetings, as required.

REQUIRED SKILLS: The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Good interpersonal and communication skills, both written and verbal, and ability to communicate effectively at all levels. 
• Knowledge of banquet and catering functions, audiovisual requirements, and an understanding of meeting room setups.
• Ability to multi task and service customers along with operational tasks within time sensitive deadlines.
• Ability to operate independently, with a high sense of urgency and be passionate about service.
• Ability to work flexible hours, evenings, weekends and holidays.
• Ability to uphold hotel’s standards, policies and procedures with self and staff.
• Ability to prioritize and organize work assignments.
• Must have broad knowledge of the Hotel’s market segments and client mixtures.
• Must be computer literate.
• Must be able to work well under pressure and deal with stressful situations and customer demands.
• Demonstrated attention to detail
• Ability to maintain discretion and confidentiality of all guests and hotel information at all times.
• Ability to work cohesively with other departments as part of a team

QUALIFICATIONS:

• Degree in Hospitality Event Management preferred

• Knowledge of food/wine  

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS:

Ability to read, write, and verbally communicate effectively and professionally with other business departments, guests, and vendors. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.