Groups & Events Coordinator
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Job Number 19113105
Job Category Reservations
Location Sheraton Grand London Park Lane, Piccadilly, London, Greater London, United Kingdom VIEW ON MAP
Brand Sheraton Hotels & Resorts
Position Type Non-Management/Hourly
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Here at Marriott International, we proudly go the extra mile for our guests, stakeholders and colleagues alike. The Marriott London Complex comprises of non-operational disciplines serving five of our most distinctive and exciting London Hotels.
Incorporating the Sheraton Grand Park Lane, Le Meridien Piccadilly, The Park Tower Knightsbridge, W Leicester Square, and Aloft at London Excel; The Marriott London Complex offers a truly unique opportunity to work across five market leading brands within the Marriott portfolio in London – a key European Market for the company.
With offices based at the Sheraton Grand Park Lane, you are perfectly located in the heart of desirable Mayfair.
Ø Polished and professional communication skills – verbal and written
Ø Strong organisational skills, working efficiently to deadlines
Ø Ability to prioritise tasks and manage workload under own initiative
Ø Excellent interpersonal skills
Ø Courteous and efficient telephone manner
Ø Understanding of Opera and MARSHA programs would be an advantage
Ø Professional personal appearance and excellent standards of personal grooming
Ø Previous groups or reservations experience would be an advantage
Ø Team player and target driven
Main Scope of Job:
This position is part of the Group & Events Planning Team who are responsible for managing events after contract for The Sheraton Grand London Park Lane, The Park Tower Knightsbridge, A Luxury Collection Hotel, Le Méridien Piccadilly, W London Leicester Square and the Aloft London Excel. By application of strong organisational, communication and interpersonal skills this position is responsible for supporting the Groups & Events team in administrative tasks relating mainly to group housing with the building of mini hotels in MARSHA, producing of internal groups and forecast reports, usage of group housing e-tools and inputting of group rooming lists, to ensure that groups are planned to the highest possible standard.
The Groups & Events Coordinator must have impeccable attention to detail and exceptional organisational skills to be able to competently deliver all aspects of the role to the expected standard. The ability to multi task, prioritise and use initiative are key skills required for this role. This role will sometimes have direct client interaction.
Experience in Front Office, Reservations or Groups management is preferred.
Main Duties and Responsibilities
Ø Provide administrative support to the Groups & Events team including but not limited to; building of mini-hotels in MARSHA, inputting of rooming lists, updating reservation routings.
Ø Liaising with sales, events and revenue to support optimum pricing, group ceiling and inventory controls to drive profitable business.
Ø Is the key driver of group forecast accuracy.
Ø Leverages available Group Housing eTools (Reslink direct, Rooming list, Group List, Mini-hotels etc).
Ø Responsible for the weekly production of the group revenue forecast.
Ø Create new reservations, modify and cancel existing group reservations in Opera and MARSHA.
Ø Monitor rooming list compared to contract and rooms holding and communicate discrepancies to the appropriate planner.
Ø Maintain correct accommodation block in Opera and MARSHA booking system, ensuring rate codes and OXI are configured correctly.
Ø Ensure a good knowledge of Opera and MARSHA in order to be competent in checking that both systems are balanced.
Ø Recognise opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding experiences.
Ø Prepares all group documentation.
Ø Ensure adherence to all Group & Event Sales administration standards.
Ø Effectively manage time ensuring the completion of all pre-set tasks on a daily basis.
Ø Complete all Marriott Training within the set timeframe for completion.
Ø Contribute to an empowered dynamic environment in which all team members take responsibility for their workload and professional development.
Ø Build strong relationships with Group & Events Department associates, Proactive Sales team and Hotel operations teams, ensuring clear communication between all departments. Liaise with each department when necessary ensuring a good level of internal communication is maintained at all time to ensure delivery of excellent guest service as appropriate.
Ø Achieve expected levels of productivity to assist the team with high levels of work load and complete the Tactical Board each day.
Ø Contribute to the weekly Groups & Events meetings and other meetings as required.
Ø Actively participate in the Engagement Survey process and support action plans to continually maintain a positive working environment.
Ø Ensure thorough knowledge of all individual and group guarantee, cancellations, amendments, payment and no-show procedures.
Ø Ensure clear understanding of all group terminology, including but not limited to concessions, attrition, cut off dates, payment terms, reservations notes and allocations.
Ø Ensure thorough knowledge of all room categories and availability screens. Be aware of the booking levels for both current and future dates.
Ø Ensure you adhere to Group Recap distribution timelines.
Ø When requested take responsibility and be empowered to make decisions when forecasting groups, adhering to the pre-set strategic guidelines.
Ø Ensure adherence to the Hotel(s) credit policies and procedures, data handling and PCI policies.
Ø Assist if required to work with the Billing Coordinators to ensure accuracy of group final invoices and ensure that these are addressed in a timely manner.
Ø Ensure a thorough understanding of all Marriott corporate programs impacting on group business including but not limited to Marriott Bonvoy, group housing tools, Sertifi, iPay, and ensure that these tools are maximised on a daily basis.
Ø Ensure adherence to Marriott Standards when utilising Opera including; including the inputting of bookings, group blocks, contacts, activities and status management.
Ø Assist with group and catering or catering only bookings as required.
Ø Perform any additional duties deemed necessary as required.