Group and Events Coordinator - JW Marriott Grosvenor House

Marriott International portfolio of brands includes both JW Marriott and Marriott Hotels.

JW Marriott is part of Marriott International's luxury portfolio and consists of more than 110 beautiful properties in gateway cities and distinctive resort locations around the world. JW believes our associates come first. Because if you’re happy, our guests will be happy. It’s as simple as that. Our hotels offer a work experience unlike any other, where you’ll be part of a community and enjoy a true camaraderie with a diverse group of co-workers. JW creates opportunities for training, development, recognition and most importantly, a place where you can really pursue your passions in a luxury environment. Treating guests exceptionally starts with the way we take care of our associates. That’s The JW Treatment™.

Grosvenor House Located on Park Lane in the heart of Mayfair, our distinguished 5-star hotel offers exceptional accommodation, epicurean delights and sweeping views over Hyde Park. This grand 5-star hotel celebrated its 90th anniversary in 2019. JW Marriott Grosvenor House London welcomes celebrities, royalty and business leaders to Mayfair throughout its history and continues to do so. London is on the doorstep, the hotel is a stone’s throw from Bond Street, Knightsbridge, Regent Street, Buckingham Palace, V&A, Natural History & Science museums and the West End. Our guests are able to experience modern luxury in a place where they can be mindful and present, and indulge in the inspired service and nourishing surroundings. 

We welcome you to join our global and diverse family and are currently recruiting for a Group and Events Executive. Your positive energy and people-pleasing mindset are an important part of why our guests continue to choose us as their hotel of choice. Every day presents a new opportunity to interact with associates from all over the world, giving you new inspiration and perspective where training and developing is at the core of everything we do for our people. 

What you’ll do as one of Group and Event Coordinator:

As one of our Event Coordinators, you would form part of the extensive Event Management team and will be keenly focused on delivering exceptional experiences for our guests who attend large scale events in a variety of event spaces. The role is key to supporting the Event Managers to ensure all the Hotel events are executed with consistently high-level service throughout the event transaction. 

Time management, attention to detail and good organisation are key skills, as is the ability to connect and build rapport with a diverse range of colleagues and customers. A sense of teamwork, self-awareness and cooperation are required to fulfill the role and also help to maintain the very positive working environment. 

Specific Duties

• To collate all the Group reservation data received from customers and update all systems on a daily basis
• To ensure all systems are balanced on a daily basis, so they reflect the same status and room pick-up for each group room block. Actual group pick-up to be updated upon departure of groups
• To prepare & collate the Group summary sheets for each group, for the weekly Block Pick-Up meeting 
• To follow up with Group Event Planners on overdue rooming lists and room block release dates 
• To input rooming lists into Marsha where required and ensure all information relating to group is correct
• Assist the Groups & Event Manager to communicate details accurately to all hotel support departments to ensure high levels of service are achieved
• To co-ordinate and communicate verbally and in writing with the customer to ensure accurate details of each event are obtained in a timely nature 
• Assist in coordinating the details received from the on-property sales team and London Sales Office to ensure accurate liaison with the operations team, any relevant hotel support departments involved and the customer throughout the Group’s process (pre-group, on the group itself and post-group).
• On receipt of signed contracts, distribute copies to relevant departments, update Opera and Marsha with all revenues and event space updates and build room blocks ensuring the systems balance.
• Create a working file for each group including ensuring the filing of all necessary correspondence.
• Assist the Groups & Event Manager throughout the run up to the group including, if necessary, any last minute requests both verbal or via email.
• Ensure all known arrival/departure schedules are communicated to Front Office, Guest Relations, Concierge and Luggage Porters for any in-house groups.
• Assist with customer site inspections during the sales phase in the absence of the allocated Groups & Event Manager.
• To deal, whenever necessary, with enquiries by guests via the telephone and to make appointments for clients to see the Groups & Event Manager, avoiding busy periods, according to his/her diary and functions.
• Advise Guest Relations of all VIPs, special requests and routing instructions for Group bedroom bookings
• Communicate any relevant information on to the Operations teams.
• To accurately type the day-to-day departmental letters, groups resume, emails and memos and any other material to departmental standards and to ensure all correspondence leaving the office is correct with no grammatical errors.
• To assist in any client pre-con meetings. Ensuring that there is an agenda, and all relevant members of the Team are invited/have all the information prepared.
• To answer the telephone in a friendly, efficient and confident manner within 3 rings and provide accurate and concise information dealing with the enquiry according to office procedure.
• Responsible for preparing Groups Resume and Function Sheets with the appropriate supporting Purchase Order request to ensure items for the date concerned are ordered and then billed according to departmental Policy and Procedure.
• Responsible for liaising with all HOD’s and other internal clients on ALL internal meetings and training courses; collating all relevant details, menus, AV requirements into BEO’s and distributing accordingly. 
• Collating weekly events distribution and distributing to all HOD’s and Departments according to Distribution List
• To accurately record all client telephone calls, including messages for other members of the Event Management Team.

What we’re looking for:

• Background in Hospitality and / or an events related discipline
• Looking to move into a supervisory Event Management role
• Great conversational and presentation skills and teamwork spirit
• Positive outlook and outgoing personality
• Service oriented demeanor
• Previous event experience
• A good understanding of event operations would be useful

Group and Event Coordinator rewards and lifestyle benefits:

• An opportunity to be part of an award winning international brand where we celebrate your unique talent
• Growth opportunities in the largest hospitality brand in the world - national and international transfers for the right candidates within Marriott hotels 
• Explore Rate - discounted room rates for you, your friends and family in Marriott properties worldwide 
• 20% off across food and beverage outlets in Marriott properties worldwide
• Recognition programmes and associate awards to appreciate outstanding talent
• Wellbeing and community engagement activities on and off property
• Bike Scheme and Travel Ticket Loan available for all associates
• 20 days holidays (excluding 8 Bank Holidays)
• Workplace Pension Scheme & Life assurance
• Meals on duty, uniform provided and laundered free of charge
• World class training and development programmes tailored to enhancing your skills and help you grow
• Work alongside talented, award winning and experienced hospitality professionals

Connect your passions with a rewarding opportunity

You’re a hospitality enthusiast who really enjoys making others feel at home. When you work with us, you'll get to train and develop and meet people from all over the world as you build your experience. Join us and grow through opportunities to explore the business, opening yourself to various career options. No matter your path, we’ll make sure you feel right at home.

In line with the Asylum and Immigration Act 1996, we do require all applicants to have the eligibility to live and work in the United Kingdom. Documentation will be required.

Marriott International is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Marriott International does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.