Cluster Groups & Events Coordinator

IHG•Malta, MT

12d

About The Position

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.

Requirements

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

Nice To Haves

Proficiency in Opera, Delphi, Meeting Broker, and Cvent is advantageous

Responsibilities

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
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
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
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