Group & Events Coordinator

Who we are

Extraordinary places, passionate people, and shared learning experiences: this is Aethos. We believe that traveling and hospitality should leave a lasting positive impact on the mind, body, and soul. That's the reason why we choose our locations very carefully and work together with people who want to be part of a community instead of just ” having a job”. Everyone who works at Aethos can make a personal impact on the community and company - great ideas can come from anywhere.

We are a young and dynamic hospitality company that understands the value of time with friends and loved ones. We make a conscious choice towards sustainability and wellbeing, and the luxury of time and space. We stand for freedom from the stresses and anxieties of modern life. We want to be the first choice for anyone who seeks respite and refuge from the boring, the stressful, and the unsustainable. That‘s why we define hospitality differently: while all of our decisions should be made with the community and needs of our guests in mind, we always thrive to create a community that we want to be part of and that improves the world around us. We invite you to be part of our story.

• Coordinate all the operational details of groups and events, efficiently communicating to all the departments involved to ensure requirements are successfully met.
• Completion of function sheets, distributing them at least 7 days before the arrival of the group or the date of the event.
• Responsible for group room blocks from DEF contract stage including input of rooming lists, correct routing instructions, ensuring that VIP reservations are highlighted accordingly, allocating correct room types and traces are assigned where necessary to give front office a clear overview of incoming group room blocks.
• Analyse customer needs in order to start the upselling of food and beverages and services to maximize sales and profit.
• Update the Focus Lead and proposal should the booking revenues significantly change during the planning process.
• Collation of Mice Survey data for post-event feedback.

• Assist Director of Sales with the execution and conclusion of the Request for Proposal (RFP) process.
• Provide clear, professional, and detailed communication to the client.
• Schedules reservations for groups and maintain requesting lists.
• Record and maintain database leads
• Assist  Director of Sales with providing direction, guidance, information, and resolving client concerns.
• Responsible for answering the phone, greeting callers, and answering caller inquiries.
• Assists Sales Department with projects.
• Communicate resumes and group needs to other areas in the department.
• Contributes to team effort by accomplishing related results as needed.
• Compliance with all company policies and procedures.
• Eventually assistance to the group coordinator in the hotel operations
• Represents Aethos Standards in a professional manner always.
• Other duties may be assigned in order to have the control of all inputs the sales department receives.
• Build rates, booking links and inclusive packages specific to each Group (create routing profiles, deposit policies, cancellation policies, etc.).
• Act as liaison between group and operations.
• Assist with making group guest reservations via telephone if necessary.
• Input group rooming list and facilitate all rooming list changes and billing changes upon receipt from conference service coordinator assigned to the group.
• Upload all information about inquires and tentative groups requests on MEWS system acording Aethos SOP indications.
• Manually assign specific accommodations based upon feature and/or location requests.
• Provide reservation and pick up reports upon request.
• Cross reference Group resumes with system information and ensure accuracy.
• Attend all Pre-Planning and/or Pre-Conference Meetings with clients.
• Attend all internal meetings; including Resume Meetings and Yield Meetings.
• Assist Accounting in verifying and correcting group guest’s profiles.
• Process Third-party commissions for groups. 

• Competitive pay including attractive bonus structure
• Internal training as well as training by external experts
• Work-life balance utilizing flexible staffing accounts
• Core working hours with remote working ability
• Semi-annual development meetings
• Attractive development opportunities in a high growth environment, domestically and internationally
• Family & Friends hotel rate
• Close cooperation with the GM, DOSM and F&B Manager