Groups & Events Coordinator

The Groups & Events Coordinator is responsible for managing the administration, coordination and execution of group reservations, meetings, conferences and social events across the Group's hotels. The role ensures timely client communication, accurate proposal and contract preparation, effective interdepartmental coordination and successful event delivery, contributing to revenue growth and guest satisfaction.

What are the challenges of this role

Groups & Events Sales Coordination

• Respond to group and event enquiries in a timely and professional manner and secure conversion to confirmed business


• Guarantee that all proposals, quotations and contracts are compliant to the hotel commercial strategy and business mix objectives


• Deliver a high level of service and responsiveness to maximize client satisfaction


• Collaborate with Front Office, Food & Beverage, Housekeeping and other operational departments and communicate all the details clearly and in documented manner


• Ensure continuity of Groups & Events operations during periods of high demand

Administration & Contracts Management

• Prepare sales-related correspondence, contracts and supporting documentation


• Maintain accurate filing, database management and reporting


• Manage billing procedures according to signed contracts and booking agreements


• Ensure compliance with company procedures and contractual requirements


• Coordinate site inspections, FAM trips and client visits when required


• Update sales systems, reports and forecasting tools


• Assist the Groups & Events Manager with departmental reporting and performance tracking


• Support revenue optimization by ensuring accurate information and booking data

Team Collaboration

• Participate actively in departmental and interdepartmental meetings


• Maintain effective communication with all stakeholders involved in the event planning process


• Contribute to a positive and collaborative working environment


• Support colleagues and provide backup coverage when required to maintain service standards

What you will bring to the table

• Degree in Hospitality Management, Business Administration, Tourism, Marketing or related field


• Minimum 1 year of experience in Groups, Events, Conference Services or Sales Coordination within the hospitality industry


• Strong organizational skills and ability to manage multiple projects and deadlines simultaneously


• Excellent communication and client service orientation


• Good commercial understanding and attention to detail


• Proficiency in MS Office applications (Excel, Word, PowerPoint)


• Experience with hotel PMS and sales systems (preferably Protel)


• Fluent in Greek and English, both written and spoken