POSITION OVERVIEW
The Groups & Events Manager is responsible for coordinating, managing, and executing all aspects of groups and event operations, from initial planning and organization to billing and post-event follow-up. This role ensures exceptional guest experiences while maximizing revenue opportunities through effective planning, clear communication, and attention to detail. The Groups & Events Manager serves as the primary liaison between clients and resort departments, ensuring seamless execution and delivery of memorable events.
RESPONSIBILITIES
Prospective Duties
- Prospects to generate new business and maintain contact with present accounts.
- Assess the needs of prospective guests for event proposals.
- Create event proposals and pricing with a view to closing the overall sale and driving revenue.
- Modify and implement any changes to preliminary F&B and Event proposal on an as-needed basis.
- Follow up with all event-related enquiries within 24 hours of receipt.
- Coordinates all group agendas by communicating with the various hotel departments and working directly with the client in setting up and following through on all details of group itinerary.
- Is constantly aware of new business opportunities and actions as appropriate.
- Maintains accurate and ongoing event enquiry log including movement from prospective to tentative to confirmed as well as cancelled events.
- Maintains open communication channels towards leadership and sales team in reference to financial performance of department.
Operational Duties and Group Management
Maintains liaison with sales and all operational departments to facilitate the proper handling of group's movement, lodging, spa, activities, transportation and banquet obligations to ensure the execution is seamlessLeads and conducts departmental meetings with internal team communicating on a regular basis all details of the group to ensure a successful event.Communicates in contract form all specified details concerning upcoming group movement.Oversee and manage group-related functions within the Property Management System (PMS), including group reservations, room block management, and billing, ensuring accuracy and coordination with other departments.Meet with group contact to review group master bill, process final bill and collect any outstanding balance due within 14 days of group departure.Assists F&B Manager and Executive Chef in planning menus, and sometimes aids in the creation of specialty menus and theme functions.Oversees creation and accuracy of all BEO's.Communicates catered function setup requirements, including rental needs to the F&B Manager and Executive Chef and check's function setups for accuracy.Communicates additional set-up requirements, including power needs, furniture removal / placement with Chief Engineer to ascertain feasibility.Responsible for extra arrangements in planning such as rental of tables, AV equipment, and linens, decorations, flowers, photographers, etc. May book or recommend entertainment such as bands, speakers or specialty acts. Responsible for ensuring proper billing and accounting of such activities.Confirms the availability of the facilities required. Monitors and controls provisional and confirmed functions bookings to ensure that no double bookings occur.Host and organize all fam trips, site inspections, and site visits.Ensures that all requested equipment is in position and in working order, particularly AV equipmentCreate detailed timeline of event from setup to strike.Create group resume and have distributed to all departments in a timely mannerEnsures all administrative responsibilities are executed in accordance with contractual obligations, including the collection of deposits, payment of commissions, management of rooming lists, and adherence to group minimum requirements.Ensure the cleanliness of groups and events bookings.Ensure that all necessary stationary requirements are in place.Shows the client the various facilities available, advising and discussing the merits of the various optionsManages the department's scheduling and payroll of team members.Performing other duties as assigned by management.Other duties / projects as assigned by the Assistant General Manager.General
Maintains an appropriate level of community public affairs involvement.
Maintains knowledge of local competition and general industry trends.
SUPERVISORY RESPONSIBILITIES
Directs supervision for F&B, Front Office, Engineering, Housekeeping, Transportation, Vendors and any other department or position that is involved with group business.
QUALIFICATIONS
Demonstrated success in coordinating activities.Minimum of 2 years management experience of personnel and processesExcellent verbal and written skills.Demonstrated success in coordinating activities.Strong organization and communication skills.Flexible schedule, including the ability to work evenings, weekends, and holidays as required.Positive, engaging, and energetic personality.Detail-oriented with strong organizational and multitasking abilities.Ability to work under pressure and handle challenging situations with composure.Work in a safe, prudent, and organized manner.Ability to maintain a clean and professional appearance as per company policies.Ability to carry, push, and pull heavy loads up to 45 lbs; standing, bending, twisting, and lifting will be required.Ability to work indoors and outdoors, in various climates including extreme heat, cold, rain, and snow.Able to stand for extended periods of time.Sensitive to cultural nuances.Excellent communication skills, both written and verbal in English.Very high attention to detail.Be a self-motivator and motivator of others.Ability to work together with other colleagues and maintain professional working relationships. Any relationships that could potentially pose a conflict of interest should be disclosed to HR and may require a written disclosure.Multi-lingual is a plus.Clean driving record.
