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Meeting & Events Coordinator

2 months ago

West London London, London, United Kingdom Montcalm Collection Full time

Meetings & Events Coordinator

Job description

Montcalm Hotels is one of London's leading luxury hotel groups, with a proud portfolio spanning over 17 unique properties in some of the city's most iconic locations. From boutique to grand, each hotel is distinct and driven by a commitment to deliver unparalleled guest experiences. As we expand our offerings, we're seeking a meticulous and creative Group and Events Planner to join our esteemed team to manage events at our Montcalm hotels.

Overview

The role of the Cluster Meetings & Events Coordinator/Planner is to ensure the planning, organisation and efficient coordination of all confirmed meetings & events business. To organise all aspects of the meetings and events processes once receiving the agreed contract. This includes pre-event logistics and pre-event site inspections with the Client. Ensure on-site event operations management are clear and understand all aspects on the business event order (BEO) and maintain a collaborative approach with all departments. Conduct post event follow ups and final billings. To maximise customer satisfaction to ensure return of business. Full Opera Sales & Catering CRM knowledge is imperative to fulfil this role.

Key Responsibilities:

Design, plan, and coordinate all group activities and events, ensuring a seamless and memorable experience for attendees.

  • Collaborate closely with internal teams (Sales, Marketing, F&B, etc.) and external vendors to ensure all event facets are in harmony.
  • Utilise creative upselling techniques to enhance event experiences and maximise revenue.
  • Engage in re-contracting annual and repeat bookings, ensuring customer satisfaction and loyalty. Maintain up-to-date knowledge of industry trends, emerging themes, and best practices in event planning.
  • Engage regularly in alignment meetings, encompassing daily hotel briefings, monthly sales and marketing discussions, group resume meetings, and more.
  • Efficiently manage budgets, timelines, and resources for each event, ensuring a profitable return on investment.
  • After the signature of the group contract, responsible for the group and as a point of contact between the group and the hotels.
  • Coordinate all the operational details of groups and events, efficiently communicating to all the departments involved the characteristics of the group and the services required to successfully meet their requirements.
  • Prepare group summaries and Food and Beverage service orders, distributing them at least 7 days before the arrival of the group or the date of the event.
  • Analyse client needs to start the upselling of food and beverages and services to maximise sales and profit.
  • Monitor deposits and payments due on the dates stipulated in the contract, updating the pro-forma invoice, and sending it to the clients whenever necessary.
  • Participate in and coordinate the daily meetings about service orders (food and beverage) and group summaries together with all the departments involved in operations.
  • Report any changes, cancellations, or special requests to the appropriate departments.
  • Resolve, if necessary, any issue with the group or event and carry out the appropriate follow-up actions with the customer.
  • Responsible for closing the group files after all the information has been received. Report customer comments about the event or group to all hotel departments.
  • Responsible for planning and leading the pre-convention (pre-con) meeting to ensure direct relationship is created between the department heads and the meeting planner responsible for the group.
  • During the group stay, remain in the hotel, and maintain constant contact with the customer, supporting operations and making sure everything is carried out as planned.
  • Review group billing to make sure it is accurate.

Requirements:

A minimum of 2-3 years of experience in event planning, ideally in the luxury hospitality sector.

  • Exceptional organisational skills, with an acute attention to detail.
  • Outstanding communication and interpersonal abilities, with a knack for fostering client and vendor relationships.
  • Fluency in English.
  • Familiarity with event management software and tools.
  • Creative thinker, with a can-do attitude and problem-solving acumen.

Benefits:

A supportive, empowering team environment.

  • Meals whilst on duty.
  • Benefits platform with various discounts.
  • Wellbeing support, workshops, and advice.
  • 28 days of holiday each year, including bank holidays, this increases up to a maximum of 33 days (Pro-Rated).
  • Cash-back health benefits, including optical, dental, chiropractor and physio services.
  • Discounted gym membership.
  • Access to Wellbeing platform and sessions, including EAP.
  • Excellent incentive schemes.
  • Awards and Recognition Programme.
  • Most essentially, well help you grow and develop you as an individual.

Please note you must be eligible to live and work in the UK in order to be considered for this position and we are currently not providing any visa or sponsorship for the role advertised.

The Montcalm Hotel Group is an equal opportunity employer. We celebrate and promote diversity & inclusion and are committed to hiring a diverse workforce, creating an inclusive environment & a culture free of discrimination & harassment, to enable you to develop and thrive. So, however, you identify, and whatever background you bring with you, please apply if this is a role that would make you excited to come into work every day. If you haven't heard from us within 14 days, please consider your application to have been unsuccessful on this occasion. However please do look up to various positions currently available or in future relevant to you.


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