Groups & Events Coordinator

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• Join Palacio de los Duques Gran Meliá, a benchmark of luxury and excellence in the hotel sector.
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• Dynamic, multicultural work environment oriented towards excellence.

"The world is yours with Meliá"

Discover an endless path at Meliá, where opportunities for growth and development are infinite. Immerse yourself in a journey that will take you to work in various countries and become part of our extensive global family.

Are you passionate about creating unique and memorable experiences? At Palacio de los Duques Gran Meliá, we are looking for an Events Coordinator with great organizational skills, customer orientation, and a passion for excellence to guarantee the perfect planning and execution of exclusive events in one of Madrid's most emblematic hotels belonging to The Leading Hotels Of the World.

• Prepare quotes for all social event and meeting requests with fewer than 10 rooms arriving at the hotel regardless of their origin, always with the objective of obtaining the greatest possible business in both catering and function rooms as well as other hotel services. Once these services are confirmed, they will prepare the corresponding service contract.

• Ensure the coordination of all operational details of the group and the events by effectively informing all involved departments of the characteristics and services required to carry them out successfully.

• Prepare group summaries as well as Food & Beverage service orders, distributing them at least 7 days before the group's arrival or the event date.

• Receive the group file from the Group Sales Coordinator, reviewing the contract, the program, and the blocked meeting rooms if any. A joint call will be made to the client to introduce oneself as the new point of contact during the planning and the group stay, thereby confirming the contracted services. Send a follow-up email with your personal contact details.

• Ensure the client's needs are met in order to begin up-selling food & beverages and services, maximizing sales and profit.

• Carry out the follow-up of deposits and payments according to the dates stipulated in the contract, updating the pro-forma invoice and sending it to the client when necessary.

• Resolve, should they arise, any setbacks with the group or event. Subsequently, perform the appropriate follow-up with the client.

• Execute the closing of files with all the information received. Inform all hotel departments of the clients' comments regarding the event or the group.

• During the group's stay, be present at the hotel maintaining continuous contact with the client, supporting the operation and ensuring that everything develops as planned.

• Perform the review of the group/event billing, ensuring that it has been done correctly.

• Participate in the daily service order (Food & Beverage) and group summary meetings along with all departments involved in the operation.

• Plan and execute the pre-convention (pre-con) meeting to ensure that a direct relationship is established between the department heads and the meeting planner.

• Follow up with the client at the end of the event by conducting an interview in order to evaluate their satisfaction regarding the development of the program and future business opportunities.

• Within a maximum of three days after the group's departure from the hotel, send the meeting planner and/or final client a thank-you email for having chosen the hotel and inviting them to be received again in the near future.

• Welcome the client (meeting planner), establishing a personal relationship with the hotel.

• When required by the Groups & Events Manager, participate in inspection visits providing support to the groups/sales department, mainly for visits that require extensive technical knowledge and knowledge of the hotel's structure.

• Know the Brand philosophy and comply with the standards, operational manuals, and identity guidelines applicable to their department.

• Ensure the guest experience and personalize their stay, anticipating their needs and exceeding their expectations.

• Handle guest incidents, communicating the actions taken. Escalate the incident to the supervisor if unable to provide a solution.

• Know the Guest Voice objectives and execute the necessary actions to achieve them.

• Support their supervisor with the Sensory Architecture established for their areas.

• Know and promote the hotel's services and facilities, as well as the entertainment program, events, and experiences.

Knowledge of hotel management tools and/or Customer Experience.

Knowledge of Hotel Operations.

Organization and planning.

Proactivity and Innovation.

Excellent communication skills.

Strong commitment to service.

Problem-solving skills.

Attention to detail.

At Meliá Hotels International we are committed to equal opportunities between women and men in the workplace, with the support of management and the principles contained in our Human Resources policies. We also care about spreading a corporate culture committed to effective equality throughout the entire workforce, and raising awareness of the need to act jointly and globally.

We promote our commitment to equality and diversity, avoiding any type of discrimination, especially that related to disability, race, religion, gender, or age. We believe that diversity and inclusion among our employees is fundamental to our success as a global company.

Furthermore, we are committed to the sustainable growth of our sector through a great, socially responsible human team. In this regard, our motto is "Towards a sustainable future, from a responsible present" Thanks to all our collaborators we make this possible.

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