Groups Coordinator

KEY RESPONSIBILIES

• · Manage all group accommodation enquiries from initial contact to final confirmation, ensuring a timely and accurate response.
• · Prepare group quotations, contracts, and confirmations in line with company standards.
• · Maintain close communication with the Sales and Revenue teams to ensure optimal group yield and room allocation.
• · Coordinate with Front Office, Housekeeping, and Food & Beverage to ensure smooth pre-arrival and in-house group experiences.
• · Update and maintain group blocks, rooming lists, and billing instructions accurately in the reservation system.
• · Ensure payment terms, deposits, and invoicing processes are followed according to policy.
• · Prepare and distribute group summaries and arrival reports for relevant departments.
• · Handle changes, cancellations, and special requests promptly and efficiently.
• · Support the Groups Supervisor in managing high-value or complex bookings.
• · Contribute to departmental targets for conversion, service quality, and guest satisfaction.
• · Maintain confidentiality and data integrity in line with GDPR and company policies.
• This job description sets out the main responsibilities related to the role at Montcalm Collection. It is not intended to be exhaustive, and duties may be varied from time to time as required by management to meet the needs of the business.
• · Previous experience in hotel reservations, groups, or events coordination (preferably within a luxury or multi-property environment).
• · Proficiency in Opera PMS or similar reservation systems.
• · Strong administrative, organisational, and multitasking skills.
• · Excellent verbal and written communication abilities in English; additional languages desirable.
• · Commercial awareness and understanding of group business dynamics in hospitality.
• · Customer-focused mindset with a proactive, solution-oriented approach.
• · Strong teamwork ethic and ability to build effective relationships with clients and colleagues.
• · Competence in Microsoft Office applications (Excel, Outlook, Word).
• · Full-time position based in London, supporting Montcalm Collection hotels.
• · Office-based with occasional on-site support across properties.
• · Flexibility required to meet deadlines and operational demands.
• · Collaborative, fast-paced environment with strong development opportunities.