Groups & Events Manager

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MISSION: Responsible for maximizing profit in all areas of the hotel through the planning and coordination of groups, and the contracting and planning of events at the hotel, ensuring that all group needs and requests are appropriately attended to and that the development of events is exactly as planned. Co-responsible for the leadership, training, and development of the hotel's Conference Coordinators/Executives team.

The functions you will perform are:

• Define Upselling objectives for the Groups & Event Coordinators to ensure maximum revenue from each group/event. Train the team in effective selling during site inspections and at key moments of connection with the client/meeting planner once the group is in the hotel.
• Ensure that the production (revenue) of all groups and events is properly reported in FOCUS/MICE Switch at the end of the event and before month-end close, so that the data is uploaded to MHI's global reports for the MICE segment (Major accounts, commercial areas, etc.).
• Establish the action plan to generate business for social events and meetings with or without rooms. These actions will become part of the department's Business Plan.
• In coordination with Food & Beverage, prepare the F&B budget as well as the F&B forecasts for the department.
• Participate in the hotel's business review by providing information on the groups & events segment (OTB business, opportunities, confirmation ratios, etc.).
• Prepare the monthly and quarterly Banquets and Meeting Rooms forecast with a weekly comparative analysis and possible deviations, adding the details required by the Hotel Management and Commercial Management.
• Assign future events according to the department's agenda and group operations (distribute events fairly and/or according to team member profile and event).
• From the signing of the contract, they will be the person who reviews the contracts and determines which person from their team will be in charge of the planning and management of the group at the hotel.
• Combine the duties of directing and supervising the conference team with the management of events covered 360º, acting as a Groups & Events Coordinator.
• Supervise the group summaries of their team, as well as the Food & Beverage BEOs (Banquet Event Orders), ensuring they are distributed at least 7 days before the group's arrival or the event date.
• Resolve and follow up on any incident that may occur with a group/event managed by their team, ensuring these are documented daily in order to analyze which are the most repetitive and to establish an appropriate solution and minimize future incidents.
• They ensure that the planning and direction of the pre-convention (pre-con) meeting for their groups and those of their team are properly carried out, to ensure that a direct relationship is established between the department heads and the meeting planner in charge of the group.
• When necessary, they prepare quotes for all social event requests and meetings with fewer than 10 rooms that arrive at the hotel, regardless of their origin, always with the objective of obtaining the greatest possible business both in catering as well as in function rooms and other hotel services. Once these services are confirmed, they will prepare the corresponding service contract.
• Review group billing, ensuring it has been done correctly, including in-house charges (No Shows, additional F&B services contracted on-site, cancellations, etc.).
• Participate in the hotel's Credit follow-up meeting, providing details of credits/payments related to the department's groups/events over the next 3 months.
• In coordination with Food & Beverage, review pricing, ensuring it maintains consistency with the hotel's compset in the MICE segment.
• Participate in trade fairs for the Social Events segment (Weddings).
• Perform the necessary tasks and supervision for the setup of the hotel's meeting rooms and event spaces.
• Set the calendar and lead the BEO (Banquet Event Order) meetings with the hotel's department heads.
• Attend periodic commercial department meetings, contributing their vision and suggestions to them, in constant search of operational improvements.
• Plan and communicate the Conference team's schedules based on events, ensuring department coverage even without in-house events, for the attention of visitors.
• Know and work in association with those external companies that facilitate services to the client in a complementary way to the services offered by the hotel (photographers, florists, decorators, translation companies, audio visuals, entertainers.......).
• Perform necessary inspection visits as well as communicating these to the rest of the hotel, ensuring their success.
• They ensure that their team carries out site inspections according to the standards and objectives defined in the department and hotel.

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