Group Sales & Events Coordinator

Position Purpose

To offer a supportive role to the Group Sales & Events Team in their handling of all group, event, and off-site function business for the Resort, which includes but is not limited to corporate conferences, weddings, corporate golf days, incentives, and social events. Achieve this through strong secretarial and administrative skills with emphasis on flawless administration and impeccable quality assurance through unequalled strength in attention to detail. Manage high levels of written communication, prepare detailed and accurate contractual or presentation documentation, and be responsible for the quality assurance of all group room reservations and revenue fields associated with each booking processed in various computerized booking systems. Complete all tasks within agreed time frames to assist the department in providing an accurate, efficient, and profitable luxury service.

Essential Functions

• Quality assurance checking and continual accurate balancing of numerous computer systems, this includes but is not limited to the quantity and revenue value of each bedroom type within-group room reservation blocks; accuracy and validity of group room rate codes; authenticity of group tee-time reservations and rates; and precision of group restaurant reservations.
• Compile accurate group sales proposals and booking contracts using Microsoft Word and Google Doc templates while following instructions from a Group Sales Team member.
• To an exacting standard, prepare and produce all stationery required for each event, this is predominantly but not limited to menus, place cards, and table plans.
• Support the team in the preparation required to allow them to confidently carry out thorough and detailed client appointments such as site inspections of the full Resort and off-site facilities, or planning and pre-event meetings. Aid them with the planning and coordination required to attend trade shows to assist the Resort in the promotion of events and weddings.
• Administrative support with the booking and coordination of onsite resort leisure activities for each group, as well as external supplier requirements such as off-site excursions, coach and chauffeur transfers, florists, musicians, audiovisual technicians, etc.
• Use investigation skills to assist the Event Planners to produce daily accurate invoice details for their Events allowing them to review and achieve sign-off with the client, present the final folio on departure and secure all payments within company timelines.
• Ensure critically high levels of attention to detail are put to all tasks, processes, and system maintenance performance.
• Project a pleasant, positive, professional, and well-groomed image at all times. Lead by example.