Group and Event Coordinator

Client & Sales Coordination Manage the transition of groups from the initial sales phase to the operational phase. Serve as the primary internal contact for clients post-contract signing, addressing all logistical questions. Schedule and lead pre-conference/planning meetings with clients and internal departments. Handle all changes, cancellations, and add-ons in a timely manner, updating internal systems and communicating changes to clients. Event Management & Documentation Create, manage, and meticulously distribute detailed Banquet Event Orders (BEOs) and Group Resumes to all relevant departments (often by a specific deadline, e.g., 7 days prior to the event). Coordinate all event logistics, including room setup, meal times, dietary requirements, A/V equipment, and transportation needs. Manage room block inventory, including cut-off dates, attrition tracking, and release of unused rooms. Ensure all necessary permits, licenses, and insurance documentation are in place for special events. Financial & Administrative Process and track deposits, final payments, and billing details as per contract. Assist the accounting team with final billing reconciliation post-event. Maintain accurate and organized physical and electronic files for all groups and events. Operational Execution Conduct property tours and site inspections for prospective and confirmed clients. Be available on-site during critical event phases (e.g., arrival, kick-off) to ensure smooth execution, address immediate issues, and transition hand-off to the operational team (e.g., Banquet Manager). Collect client feedback post-event and share insights with the Sales and Operations teams for continuous improvement.