Group and Events Services Coordinator

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FAENA

Group and Events Services Coordinator

New York, NY
Full Time
Paid
  • Responsibilities

    Job Description

    The Group and Events Services Coordinator – Events supports the Sales and Events team by coordinating all administrative and operational aspects of group bookings and special events. This role plays a critical part in ensuring seamless communication between the sales team, operational departments, and clients.
    The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple projects simultaneously while maintaining the highest standards of luxury hospitality. The Group and Events Services Coordinator assist with the planning, documentation, and execution of group services, business and events, ensuring that all details are communicated clearly and executed flawlessly.

    This full-time position has an hourly rate of $38.00 per hour.

    DUTIES AND RESPONSIBILITIES

    • Support the Group Sales and Events team in coordinating all group bookings and event-related activities

    • Assist in managing event inquiries, preparing proposals, and maintaining communication with prospective and confirmed clients

    • Assist and be present for Key Group Moments such as events, group arrivals and departures

    • Coordinate internal communication between Sales, Food & Beverage, Banquets, Front Office, Housekeeping, and other operational departments

    • Assist with the preparation and distribution of Banquet Event Orders (BEOs) and other event documentation

    • Maintain detailed records of event specifications including timelines, room setups, catering requirements, audiovisual needs, and special guest requests

    • Track event changes and ensure all departments are updated accordingly

    • Assist with site visits, client meetings, and property tours

    • Maintain accurate records of group bookings, contracts, and event documentation within the sales and event management systems

    • Prepare sales reports, group pick-up reports, and event summaries as required

    • Track group room blocks, cut-off dates, and reservation activity

    • Ensure all contracts, deposits, and required documentation are completed in accordance with hotel policies

    • Assist in preparing sales presentations, proposals, and promotional materials

    • Maintain organized filing systems for all events and group sales documentation

    • Assist with coordinating the logistical planning of meetings, private events, and group functions

    • Participate in internal planning meetings to review upcoming events and operational requirements

    • Ensure all event details are clearly communicated through BEOs and event summaries

    • Support event execution by acting as a liaison between the client and operational teams

    • Monitor event timelines and ensure deliverables are completed on schedule

    • Assist in post-event follow-up including billing verification and client feedback

    • Serve as a point of contact for group clients and event planners regarding logistics and coordination

    • Respond to client inquiries promptly and professionally

    • Communicate changes, updates, and special requests to the appropriate departments

    • Ensure all guest interactions reflect Faena’s luxury hospitality standards

    • Assist the sales team in maximizing revenue opportunities through upselling event services and enhancements

    • Track event revenue and support accurate forecasting

    • Monitor booking pace and assist with reporting on group and event performance

    • Support the Sales team in maintaining strong relationships with corporate clients, event planners, and repeat group business

    • Coordinate closely with the Banquets and Food & Beverage teams to ensure successful event execution

    • Work with Front Office to align group arrival and departure details

    • Communicate guest preferences and VIP information to relevant departments

    • Ensure that operational teams receive accurate event information in a timely manner

  • Qualifications

    Qualifications

    • Minimum 2–3 years' experience in hospitality sales, events, or group coordination

    • Experience in luxury hotels, high-end event venues, or hospitality environments preferred

    • Strong organizational and administrative skills

    • Ability to manage multiple projects simultaneously in a fast-paced environment

    • Excellent written and verbal communication skills

    • Proficiency with sales and event management systems such as Delphi, Opera, or similar platforms

    • Proficiency in Microsoft Office including Excel, Word, and PowerPoint

    • Professional demeanor and strong attention to detail

    SKILLS

    • Exceptional organizational ability

    • Strong attention to detail

    • Ability to manage multiple priorities

    • Professional communication and client service skills

    • Strong collaboration with cross-functional teams

    • Ability to remain calm and solution-oriented under pressure

    PHYSICAL DEMANDS AND WORK ENVIRONMENT

    • Endure various physical movements throughout the work areas

    • Ability to move safely in uneven terrain or in confined spaces

    • Remain active, constantly moving, or prolonged periods sitting at a desk and working on a computer throughout work shift

    • Medium Work: Exerting up to 40 pounds of force occasionally, and/or 20 pounds of force frequently, and/or up to 10 pounds of constantly moving objects, may occasionally lift and/or move up to 25 pounds

    Additional Information

    All your information will be kept confidential according to EEO guidelines.