Groups & Events Coordinator

The Groups & Events Executive is responsible for managing group bookings, meetings and events from initial enquiry through successful execution, ensuring an exceptional guest experience while maximizing commercial opportunities.

This role combines both sales and event planning responsibilities. You are responsible for handling enquiries, preparing proposals and contracts, coordinating all event logistics and acting as the primary point of contact for clients throughout the entire booking journey.

Working closely with all hotel departments, the Groups & Events Executive ensures seamless communication between Sales and Operations, translating client expectations into successful event delivery while identifying opportunities to increase revenue through accommodation, meeting packages and Food & Beverage services.

In addition, the Groups & Events Executive supports the General Manager with local commercial activities, community engagement and local partnerships. Acting as the hotel's Social Media Champion, the role works closely with the Marketing team to support local visibility and promotional initiatives.

You will report directly to the General Manager.

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  Manage group, meeting and event enquiries from initial enquiry through planning, execution and post-event follow-up.

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  Prepare quotations, proposals, contracts and event documentation in line with company standards.

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  Convert enquiries into confirmed business while maximizing hotel revenue and occupancy.

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  Act as the primary point of contact for clients throughout the sales, planning and execution process.

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  Coordinate all event requirements with operational departments to ensure seamless delivery and exceptional guest satisfaction.

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  Prepare operational briefings, rooming lists, function sheets and event orders.

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  Conduct site inspections, planning meetings and client visits to build strong relationships and secure future business.

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  Be present on the floor during key events to oversee execution and support hotel operations where required.

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  Identify upselling opportunities related to accommodation, meeting facilities, Food & Beverage services and additional event requirements.

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  Ensure accurate administration, forecasting, billing, invoicing and event follow-up.

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  Monitor and report on key performance indicators such as conversion rates, guest satisfaction, event performance, upselling results and operational accuracy, taking corrective actions where needed.

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  Support the General Manager with local commercial initiatives, partnerships and community engagement activities.

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  Act as the hotel's Social Media Champion, proactively identifying guest moments and events that can be leveraged for marketing and social media content, while liaising closely with the Marketing team on local campaigns and promotional activities.

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  Maintain accurate records and support operational and commercial projects as required.

• By balancing commercial objectives with exceptional guest experiences.

• By proactively converting enquiries into confirmed business while building long-term relationships with clients.

• By taking ownership of every booking from initial enquiry through successful execution.

• By maintaining close collaboration with operational departments to ensure flawless event delivery.

• By identifying opportunities to enhance guest experiences and increase revenue through strategic upselling and cross-selling.

• By maintaining a hands-on presence during events and supporting operational teams when needed.

• By working proactively, with attention to detail and strong organizational skills.

• By collaborating across departments and contributing to a positive team culture aligned with Odyssey's values.