Group and Events Services Coordinator

AccorHotel•New York, NY

6d•$36 - $36•Onsite

About The Position

The Group and Events Services Coordinator supports the Sales and Events team by coordinating all administrative and operational aspects of group bookings and special events, ensuring that all details are communicated clearly to, and executed flawlessly by operational departments. This role plays a critical part in ensuring seamless communication between the sales team, operational departments, and clients. This role also steps in as a service support for the managers as needed. 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.

Requirements

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

Nice To Haves

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

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 promptly and professionally
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 (CEOs) and other event documentation, ensuring that operational teams receive accurate and clear event information in a timely manner.
Maintain detailed and accurate 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
Maintain records of group bookings and contracts
Assist with site visits, client meetings, and property tours
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
Ensure promotional material inventory is stocked and accounted for
Maintain organized filing systems for all events and group sales documentation
Participate in internal planning meetings to review upcoming events and operational requirements
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
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
Work with Front Office to align group arrival and departure details
Communicate guest preferences and VIP information to relevant departments
Maintain a clean and organized Sales Office