Groups, Conference & Events Supervisor at Minor Hotels

Job Description

• The Groups, Conference & Events Supervisor is responsible for coordinating and supervising all aspects of group bookings, conferences, meetings, and special events. This role ensures seamless event planning and delivery, exceptional client service, and effective communication between clients, internal teams, and external partners.

Key Responsibilities

Event Coordination & Planning

• Manage and oversee group, conference, and event bookings from initial inquiry to final execution.
• Prepare event proposals, function sheets, BEOs (Banquet Event Orders), and contracts.
• Conduct site visits, client meetings, and event briefings.
• Customize event packages based on client needs and venue capabilities.

Client Relations

• Serve as the main point of contact for all event clients.
• Build and maintain strong relationships to encourage repeat business.
• Provide timely responses to inquiries, quotes, and follow-ups.
• Handle client feedback, special requests, and last-minute changes.

Team Leadership & Coordination

• Supervise and support the Groups & Events team, ensuring tasks are completed accurately.
• Coordinate with F&B, Sales, Front Office, Reservations, and Operations departments.
• Assist with staff scheduling and training related to event standards.
• Ensure all team members understand event requirements and timelines.

Operational Execution

• Ensure all events run smoothly according to the agreed plan.
• Monitor event setup, service, timing, and overall guest experience.
• Resolve operational issues quickly and efficiently.
• Ensure compliance with health, safety, and brand standards.

Administration & Reporting

• Maintain accurate records of bookings, contracts, and event documentation.
• Assist with budget monitoring, revenue tracking, and forecasting.
• Prepare post-event reports and conduct debriefings with teams.
• Use CRM and event management systems to update and manage client data.

Qualifications

Requirements & Qualifications

• Experience in Events, Groups, Conference & Banqueting, or Hospitality Sales.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to lead a team and work under pressure.
• Proficiency with event management software and Microsoft Office.
• Strong attention to detail and customer-service mindset.
• Flexible schedule, including evenings and weekends when required.

Additional Information

Key Competencies

• Leadership & teamwork
• Client service excellence
• Time management
• Problem-solving
• Negotiation and sales awareness
• Adaptability