Hotel Café Royal is an iconic 5-star luxury hotel located in the heart of Central London, next to Piccadilly Circus. With 159 rooms and suites and 7 dedicated meeting and events spaces, including the stunning Pompadour Ballroom with its terrace, we offer a range of exceptional settings for all occasions. Our events team ensures that every function, whether a corporate meeting, wedding, or private gathering, is executed to the highest standard.
The Role:
As an Events & Groups Coordinator, you will play a key administrative role within our Events & Groups team, supporting colleagues in planning and organizing all aspects of our clients meetings and functions. You will assist with venue hire, AV equipment setup, and food & beverage arrangements from the initial enquiry through to the day of the event. You will ensure a high standard of service and professionalism, delivering memorable experiences for our guests. Additionally, you will handle billing and post-event feedback, contributing to generating repeat business and maintaining client relationships.
Key Responsibilities:
* Provide administrative support to the Events & Groups team, assisting in the planning and organization of meetings, conferences, and private functions.
* Work closely with the hotels operational teams, including Food & Beverage, Guest Relations, Front Office, and AV teams, to ensure seamless event communication.
* Work closely with the hotels operational teams, including Food & Beverage, Guest Relations, Front Office, and AV teams, to ensure seamless event communication.delivery.
* Efficiently manage incoming enquiries via phone, email, and through third party providers through assignment to appropriate team member
* Support Events & Groups team through daily reporting, bespoke printing, and system auditing
* Manage post-event follow-ups, including billing, feedback collection, and maintaining client relationships for future business opportunities.
* Maintain detailed event records, ensuring all client preferences, requirements, and contracts are documented accurately.
* Maintain a high level of organization, multitasking across multiple events and tasks to meet deadlines and deliver excellence.
* Support the team in conducting site visits and show rounds for potential clients, showcasing our event spaces and amenities.
Requirements:
* Previous experience in event coordination or administrative support within a luxury hotel environment is preferred.
* Strong communication skills, both written and verbal, with the ability to interact professionally with clients and colleagues.
* Highly organized, with strong attention to detail and the ability to manage multiple tasks simultaneously.
* Proficiency in Microsoft Office (Word, Excel, Outlook) and event management software; experience with Salesforce and Opera is desirable.
* A proactive and positive attitude with a commitment to delivering exceptional guest experiences.
* Flexibility to occasionally work outside of standard business hours as required by event schedules.
* Ability to work on site at the hotel on a full time basis.
The benefits:
* Pay of up to £32,000 Including Service Charge
* Access to heavily discounted friends and family rooms rates across the Set Hotels
* Two complimentary rooms nights per year in London, Paris or Amsterdam (after 1 year of employment)
* Up to 50% colleagues discount in all our food and beverage outlets
* Colleague wellness sessions in our Akasha spa each month including osteopath, podiatrist, yoga and fitness classes (as well as staff discounts on spa treatments)
* Regular social events, including our infamous Summer Party (August) and Black-Tie Annual Awards dinner (January)
* Christmas celebrations, including colleague lunch, childrens party and Christmas gift
* Automatic membership of the companys life assurance scheme from day one
* Generous discounts on retail and dining in Central London through the West End Club app
* Mental health support including Employee Assistance Programme (EAP) and mental health champions in all departments
* A variety of external benefits including gym discounts and free eye tests
* Cycle to work scheme and season ticket loan
* A wide range of both internal and external training and development programmes to support all of our colleagues career progression
* The usual bits and bobs such as free meals on duty, uniform laundry, pension & holiday.
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