Montcalm Collection
Groups Coordinator
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BRAND INTRODUCTION
At Montcalm Collection, we believe that timeless style and genuine hospitality are more than just values, they’re a way of life. Our people are the heart of our hotels: passionate individuals working together as a team, united by an unwavering commitment to providing first-class personal service.
Our collection spans some of London’s most storied buildings, from elegant Georgian townhouses and an 18th-century brewery to a historic head office and a contemporary architectural landmark. Each hotel has its own unique story, and within every one, our team create unforgettable experiences for our guests.
While our walls speak of history, it’s our people, their ambition, and their creativity, that shapes our future.
Join us, and become part of a culture that celebrates individuality, nurtures potential, and upholds the very highest standards of the art of hospitality.
SCOPE & GENERAL PURPOSE
The Groups Coordinator plays a vital role in managing group accommodation bookings across the Montcalm Collection. Reporting to the Groups Supervisor, this position is responsible for handling all aspects of group reservations — from enquiry to final departure — ensuring a smooth, efficient, and personalised process for each client. The role requires excellent coordination, communication, and administrative skills, with a focus on maximising revenue opportunities while maintaining the highest levels of guest satisfaction. Working closely with Sales, Revenue, and Front Office teams, the Groups Coordinator ensures all details are accurate, deadlines are met, and client expectations are exceeded.
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COMPETENCIES
Guest & Client Focus
- Deliver professional, attentive service to group organisers and travel partners.
- Anticipate client needs and tailor responses to ensure a seamless booking experience.
Organisation & Attention to Detail
- Manage multiple group bookings simultaneously, maintaining accurate records.
- Ensure all contractual, rate, and operational details are clearly documented and communicated.
Collaboration & Communication
- Liaise effectively with internal departments to ensure group requirements are met.
- Maintain strong communication with clients, agents, and suppliers throughout the booking process.
Commercial Awareness & Revenue Focus
- Support the conversion of group enquiries into confirmed business.
- Work in alignment with revenue and sales strategies to optimise occupancy and rate.
KEY RESPONSIBILITIES
- Manage all group accommodation enquiries from initial contact to final confirmation, ensuring a timely and accurate response.
- Prepare group quotations, contracts, and confirmations in line with company standards.
- Maintain close communication with the Sales and Revenue teams to ensure optimal group yield and room allocation.
- Coordinate with Front Office, Housekeeping, and Food & Beverage to ensure smooth pre-arrival and in-house group experiences.
- Update and maintain group blocks, rooming lists, and billing instructions accurately in the reservation system.
- Ensure payment terms, deposits, and invoicing processes are followed according to policy.
- Prepare and distribute group summaries and arrival reports for relevant departments.
- Handle changes, cancellations, and special requests promptly and efficiently.
- Support the Groups Supervisor in managing high-value or complex bookings.
- Contribute to departmental targets for conversion, service quality, and guest satisfaction.
- Maintain confidentiality and data integrity in line with GDPR and company policies.
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This job description sets out the main responsibilities related to the role at Montcalm Collection. It is not intended to be exhaustive, and duties may be varied from time to time as required by management to meet the needs of the business.
Skills & Qualifications
- Previous experience in hotel reservations, groups, or events coordination (preferably within a luxury or multi-property environment).
- Proficiency in Opera PMS or similar reservation systems.
- Strong administrative, organisational, and multitasking skills.
- Excellent verbal and written communication abilities in English; additional languages desirable.
- Commercial awareness and understanding of group business dynamics in hospitality.
- Customer-focused mindset with a proactive, solution-oriented approach.
- Strong teamwork ethic and ability to build effective relationships with clients and colleagues.
- Competence in Microsoft Office applications (Excel, Outlook, Word).
WORKING CONDITIONS
- Full-time position based in London, supporting Montcalm Collection hotels.
- Office-based with occasional on-site support across properties.
- Flexibility required to meet deadlines and operational demands.
- Collaborative, fast-paced environment with strong development opportunities.
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