Cluster Groups & Events Coordinator

Job Purpose

The Cluster Groups & Events Coordinator supports the Groups & Events team in the coordination and administration of group bookings, meetings, conferences, social events, and other functions across the cluster hotels.

The role is responsible for ensuring that all event information is accurately recorded, communicated, and followed through, supporting the team throughout the event journey from confirmed booking to post-event follow-up.

The Coordinator works closely with the Groups & Events Manager, Executive(s), and operational departments to ensure that all client requirements are clearly communicated and that events are delivered efficiently and in line with brand standards.

Key Responsibilities

Event Coordination & Administration

• Support the Groups & Events team with the coordination of confirmed group bookings and events across the cluster hotels

• Assist with the preparation and updating of event documentation, contracts, function sheets, BEOs, rooming lists, and billing instructions

• Ensure all event details, amendments, and special requirements are accurately recorded and communicated

• Follow up with relevant departments to ensure all operational requirements are addressed prior to the event

• Assist with the coordination of meetings, conferences, corporate events, weddings, social events, and group bookings

• Support the preparation of pre-event information and ensure all relevant documentation is available to the operational teams

• Assist with post-event administration, including feedback collection and follow-up actions

Client & Internal Communication

• Maintain professional and timely communication with clients and internal stakeholders

• Respond to routine client requests and enquiries, escalating commercial or complex matters to the Groups & Events Manager or Executive

• Maintain clear and accurate communication between the Groups & Events team and operational departments

• Assist with site inspections and client meetings when required

• Ensure client requirements and special arrangements are accurately communicated and followed through

Sales & Revenue Support

• Support the Groups & Events team in achieving departmental revenue objectives

• Assist with follow-up of enquiries, leads, and confirmed business as directed by the Manager or Executive

• Identify potential upselling opportunities and communicate them to the relevant team member

• Support the preparation of proposals, quotations, and other sales documentation when required

• Assist with maintaining accurate information on the group’s business pipeline and confirmed events

Systems & Administration

• Ensure all booking and event information is accurately updated in Opera, Delphi, Meeting Broker, Cvent, and other relevant systems

• Maintain accurate and organised electronic and physical filing systems

• Ensure contracts, correspondence, BEOs, rooming lists, and other event documentation are properly maintained

• Assist with preparing departmental reports, statistics, and administrative updates

• Ensure all activities are carried out in accordance with company policies, procedures, and brand standards

• Follow all company policies relating to health & safety, data protection, and operational standards

Skills & Experience

• Previous experience in hospitality, events, sales coordination, or hotel operations is preferred

• Strong organisational and administrative skills

• Excellent attention to detail and accuracy

• Strong verbal and written communication skills

• Ability to manage multiple tasks and priorities in a fast-paced environment

• Customer-focused approach with a professional and positive attitude

• Ability to work collaboratively with multiple departments and properties

• Good knowledge of Microsoft Office applications

• Proficiency in Opera, Delphi, Meeting Broker, and Cvent is advantageous

Competencies

• Strong organisational capability

• Attention to detail

• Team-oriented approach

• Time management and prioritisation

• Proactive and solution-oriented mindset

• Professional communication skills

• Customer-focused approach

• Ability to work under pressure

• Service excellence mindset