Groups Coordinator

At the heart of local communities, Sheraton brings people together—both our guests and our associates. Discover a community-focused work environment where people care about each other and feel a sense of belonging. We invite you to join the Sheraton community as a Groups Coordinator because together, we are better. Start your career at Sheraton, where you don't just work - you belong.  

POSITION SUMMARY 

Reporting to the Director of Events Management, this role covers both the management and coordination of confirmed accommodation blocks, as well as end to end management of social, wedding and incentive groups. In this role you will also work closely with our Sales & Marketing, Reservations, Catering & Events and Revenue Management team and will liaise with clients, organisers, guests and internal operational stakeholders.

KEY RESPONSIBILITIES

Groups

• · Build group mini-hotels & Opera Blocks
• · Create rates in Opera Config
• · Building room blocks for group bookings and liaising with event organisers on rooming lists and room allocations
• · Enter rooming lists for groups ensuring a high level of accuracy and timeliness
• · Follow up and ensure rooming list received by contracted due dates
• · Process all rooming list changes in a timely manner
• · Respond to client emails in a professional and timely manner
• · Action all block traces and group reservation traces as required
• · Assist Catering & Events team in writing rundowns to ensure all information is effectively communicated to the rest of the resort and completed a minimum of 7 days prior to guest arrival.
• · Ensure all systems are balanced (MARSHA, Opera and CI/TY)
• · Liaise with Director of Revenue Management regarding availability, pre and post conference stays and rates
• · Working alongside the Groups Coordinator and Reservations Manager on system-related tasks
• · Update guest profile information and ensure correct routing is applied for master accounts
• · Ensure all routing & billing comments are accurate as per group master instructions
• · Add VIP, Alerts, Traces, Special Request Codes and DNM allocation as necessary
• · Ensure group is rolling correctly & account is checked at end of stay
• · Drive Marriott Bonvoy Group Occupancy, using the Marriott Bonvoy toolkit to drive enrollments pre stay.
• · Any other reasonable tasks as required or assigned by your manager

Events

• · Build effective relationships with existing and prospective clients
• · Conduct site inspections for confirmed or prospective clients as directed by the Director of Events Management
• · Manage social, wedding and incentive clients as directed by Director of Events Management
• · Work closely with the Executive Chef and the Food and Beverage Manager to ensure that Food and Beverage aspects of events are cost effective, established and serve both the clients and hotels needs
• · Consult with the Executive Chef to prepare menus, which will attract business and yield a satisfactory profit
• · Facilitate Pre-Con Meetings for clients, as required, and smoothly hand over to the Banquets Manager/Banquets Supervisor.
• · Liaise with clients during their stay and provide assistance where required
• · Prepare and distribute event orders and run sheets to relevant departments
• · Liaise closely with Front Office and Food & Beverage departments for any client requirements
• · Co-ordinate client/group check-ins with Front Office
• · Complete general administration relevant to group business
• · Answer and respond to phone calls and emails pertaining to group business (24 hour turnaround policy to be adhered to)
• · Ensure guidelines of the Hotel’s credit policy/prepayment are adhered to
• · Monitor client billing accounts daily for accuracy
• · Complete accounts pertaining to event business (follow up deposits, send pre-payment advice to ensure 100% prepayment is received for the total estimated spend, post miscellaneous charges incurred on site, check event bill prior to submitting to Accounts to reconcile
• · Quote, negotiate and contract a portfolio of catering and events including weddings to ensure revenue targets for the year are achieved
• · Ensure account intelligence is shared between Conference & Event Services & Sales
• · Maximization of catering space via room rental and upselling food and beverage selections
• · Maximize revenue and profitability for the hotel at every opportunity, using specific upselling and enhancement techniques and framework for minimum spends and rooms

Overall

• · Demonstrate clear behaviors and management style that align to the Property Service Culture Standards, the TakeCare Culture and Brand Core values.
• · Effectively implement and support all Marriott International related programs.
• · Be well versed and knowledgeable of Property’s Fire and Evacuation procedures as well as health and safety requirements in the Workplace. Ensure associates are aware of their duty of care as determined by legislation and that they maintain complete familiarity.
• · Comply with and abide by all hotel polices and procedure and information as outlined in Associate handbook.
• · Comply with Marriott International Code of Business Conduct and Ethics and the Policy against Insider training at all times.
• · To work as and where directed by Management plus follow all reasonable requests.
• · Show due care of all equipment, report maintenance issues to supervisor.
• · Report and/or take action on any equipment breakdown or safety issue relevant to your work area.

ABOUT YOU

• Relevant experience in a similar role 

• Working rights in Australia 

• Enthusiastic to escalate your career 

• Self-motivated, driven and energized in a fast-paced environment 

• Armed with smart solutions and a can-do attitude 

OUR BENEFITS

• Exclusive staff discounts on food and beverage and hotel rooms (including all properties within the Marriott International group) for you, your family and friends  

• Be part of Life with the Works program where you can enjoy flexible working hours & locations, time off to pursue your passion through sabbatical leave, and paid leave during your birthday month  

• Grow, develop, and progress with internationally recognised training programs, unlimited strategic development and exciting career opportunities within the Marriott International group  

• Genuine care for associates’ physical, emotional and financial wellbeing through our Employee Assistance Program  

• Opportunity to receive Employee Referral Incentives and get paid for working with your friend  

• Work for the Largest Hotel Network in the World which values equality, diversity and inclusiveness 

Sheraton Hotel is part of Marriott International's Premium portfolio, which has committed to putting people first