Group Function Coordinator MICE Groups

Job OverviewThe MICE Groups Function Coordinator is responsible for ensuring Operational Outlines for all applicable meetings and incentive groups are completed and distributed to the applicable parties (resort sales managers, clients, etc. no later than 60 days prior to group’s arrival. Responsible for maximizing sales results with groups and events.
Responsibilities:
Complete understanding of each hotel’s function and meeting space Assist clients with information about menu’s, décor, entertainment, etc. during proposal phase Send contracted MICE group bio’s to resort once group is booked and deposited Send group function intro letter to group contact upon receipt of confirmed group file Follow-up with clients regarding possible functions locations, times and menu options within two (2) weeks after intro letter is sent Contact resort sales team to confirm client’s requested location/s, time/s, décor, etc. Schedule necessary conference calls between resort sales team and clients to discuss and review all aspects of the group’s program. Final call between all parties must take place no later than 60 days prior to the group’s arrival at the resort. Prepare operational outline reflecting confirmed group function locations, times, menus, etc. and send to client for signature no later than 60 days prior to group’s arrival. Ensure payment for all add-on events are collected and posted to appropriate invoices no later than 60 days prior to group’s arrival. Work with Operation team to ensure all rooming list, room pecking order and flight details are noted/communicated between the 2 teams and reflected in the Operational Outline. Send completed/signed copy of operational Outline to pertinent resort team members no later than 60 days prior to group’s arrival at resort Update group function sales kits as needed. Work closely with resort sales team. Stay current with property knowledge and changes and visit all resorts at least once a year. Special projects at request of management Employee may be required to work shows – if certain criteria are met, additional compensation may be given. The Company reserves the right to modify this requirement at any time.
Requirements:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Qualifications include: Strong verbal, written and listening skills Strong follow-up skills Good listening skills Proficient in Word and Excel applications Ability to successfully qualify inquiries Must be able to work in a team environment Strong computer skills Willing to travel Must have appropriate travel documents to travel to the US and Caribbean
Experience:
Outlined below are the academic qualifications and length and type of experience deemed necessary in order to perform the role of Group Function Coordinator competently.
Education: Minimum high school diploma or equivalent. College Degree preferred Experience: Minimum of 3 years of related experience