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