Job Description
Grands Suites Hotel, Residences and Spa (Grands) is proud to offer comfort to its guests without compromising on style and exceptional client services. This is where we foster a workplace that is engaging, cohesive, passionate, and professional. In your role, you will not only excel in your department but also contribute to your personal growth and the overarching success of our brand. We offer comprehensive support for professional development, ensuring that your journey with us is both rewarding and fulfilling. With Grands you can truly make a difference, for our guests and for yourself.
Job Summary
The Grands Suites Hotel, Residences and Spa Events Coordinator is responsible for the planning, organisation, and execution of all events within the hotel, ensuring a memorable experience for guests and clients. This role involves detailed coordination with clients, hotel departments, and third-party suppliers to execute a wide range of events, including conferences, weddings, business meetings, and social events. The Events Coordinator in a hotel is crucial for delivering successful events that surpass client expectations, ultimately contributing to the hotel’s reputation and revenue. This role requires event management expertise and the ability to work collaboratively across hotel departments to deliver successful events.
Duties and Responsibilities
- Promoting the hotel as an events location with potential clients, with the aim of increasing events organised within the hotel.
- Liaising with potential clients interested in organising their events at the hotel, including performing show arounds, showcasing event spaces, discussing customisable options, providing quotations, creating event plans and following up with bookings and deposit payments.
- Collaborating with clients to understand their event requirements and preferences, offering expert advice and creative solutions to meet their needs.
- Coordinating event logistics, including event location bookings, food and beverage arrangements, audio-visual equipment, event promotion, decoration, and entertainment, ensuring all details align with the client’s vision.
- Liaising with different hotel departments (e.g., sales and marketing, catering, housekeeping, technical support) to ensure seamless execution of events.
- Managing event budgets, negotiating with vendors, and ensuring services are delivered at the highest standard within the agreed-upon cost framework.
- Issuing events invoices, collecting deposits and ensuring balance payments are done in a timely manner.
- Overseeing the setup and dismantling of events locations and props, ensuring all spaces are returned to their original state and any issues that arise are promptly addressed.
- Keeping up-to-date with the hotel’s facilities and services, as well as with trends in the event planning industry, to provide innovative and competitive offerings.
- Handling post-event evaluations, gathering feedback from clients to assess satisfaction levels and identify areas for improvement.
- Ensuring that events are organised to the minutest detail and that any issues that may arise during the event are tackled immediately, efficiently and effectively.
Required Skills and Competencies
- Previous experience in a similar role within the hospitality industry will be considered an asset.
- Knowledge of Opera PMS will be considered an asset.
- Have a passion for event planning, strong organisational skills, and the ability to work under pressure.
- Be creative with a flair for innovation.
- Excellent customer service skills.
- Excellent communication and interpersonal skills, capable of building and maintaining positive relationships with clients, vendors, and hotel colleagues.
- Attention to detail.
- Strong organisational and project management skills, with the ability to manage multiple events simultaneously.
- Multilingual abilities will be considered an asset.
- Friendly and patient and able to handle stressful situations.
- A sales-oriented mindset and the ability to work as part of a team.
- Capable of working on own initiative and in a dynamic and fast-paced environment.
- Be capable of using MS Word / Excel / Projects and the MS Office package.
- Be a problem solver ensuring any issues are swiftly resolved for a smooth event experience.
- Flexible to work irregular hours, including weekends, evenings, and holidays, based on event schedules.
- A passion for delivering exceptional guest experiences, with a customer-focused attitude.
