MICE Coordinator

Responsibilities and duties for this position shall include, but not limited to the following areas and activities. At the Management’s discretion, direction may be given for tasks outside the scope of work described. 

Handling Group bookings requests and meet deadlines;

• Answering requests:  phone and/or e-mails, related to MICE groups and Leisure Groups inquiries to ensure that all leads are addressed replied and deadlines met.
• Analyze group requests, check the availability in the respective hotels, block rooms & space.
• Make use of available tools (incentive manuals, events descriptions, photos & factsheets) and/or coordinate with hotels, to build up the group programme with respect of client's request and objectives.
• Coordinating with Revenue/Marketing to build up accurate rate / costing - sale of rooms/rates negotiation.
• Handling the group reservation - inputting in system, follow up, updating, rating (tallying system rate to invoice).
• Ensure smooth redirection of business when the business does not meet the Group conditions requirements.
• Ensure accurate and timely updates and that all leads are tracked and followed up.

Knowledge and ensuring constant update on all products (hotels, outlets, rooms, sizes, conference capacities..)

Ensure at all times that hotel standards and interests are respected

• Ensure all documentation and activities relating to a group sale is up to date to CHRG branding, compliance policies and legal framework.

Coordinating group operations (distance coordination/ Head Office to hotel) prior group stay / communicating with hotels - sale of services);

• Keep accurate checklist with the daily detailed group itinerary and planning.
• Ensure the liaison, communication and follow up from hotel side / hotel group coordinator.

Ground Operations - assisting client on site and attending to hotel group operations on specific group events when requested;

• Shadowing to the hotel coordinator and assist him/her in the coordination duties with the operational departments to ensure the execution of services contracted.
• Remain the middle-person and ensure the smooth communication between the hotel and the client.

Commercial role - build up/maintain smooth relationship with clients/partners and encourage selling of all CHRG hotels and services when given the opportunity;

• Relationship management with cross-functional teams and external partners.
• Plan site inspections visits in the most effective & efficient way - including maximum and specific MICE programme.
• Ensure bookings, respecting the standard operating procedures (communicating to the right department/ ensuring approvals from the right Manager).
• Preparation of the inspection programme with the aim to materialize a group booking and/or upsell additional hotel services.
• Participate and/or follow up the client site inspections and remain hands-on during the sales process as necessary.

• Ensure feedback from the client and property departments to identify areas for improvement.

• Bachelor’s degree in Event Management, Hospitality, Business Administration, or related fields or Any certification from Hotel School/ UNI / Business school – having a sound knowledge of Groups, MICE and Events industry

Experience:

• Minimum 2–3 years of experience in hotel or DMC, preferably within the MICE industry.

Skills & Competencies:

• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Ability to multitask and manage multiple events simultaneously.
• Problem-solving skills and ability to handle unexpected challenges during events.
• Strong attention to detail and ability to ensure all aspects of events run smoothly.

Technical Skills:

• Proficient using Reservation system - Opera Cloud serious advantage
• Proficiency in MS Office Suite (Excel, Word, PowerPoint) and event management software (e.g., Cvent, Eventbrite).
• Good knowledge of budgeting and financial management for events.

Knowledge:

• Understanding of logistics, vendor management, and contract negotiation.
• Knowledge of industry best practices and current trends in the MICE sector.
• Familiarity with health, safety, and legal regulations related to large-scale events.

Personal Attributes:

• Strong customer service and client management skills.
• Ability to work well under pressure and meet tight deadlines.
• Adaptability and flexibility in a fast-paced environment.
• Team player – No.1 Quality - with leadership potential for managing event teams.
• Speaks fluently the Hotel, Travel and MICE jargon
• Creativity with a sure taste for luxury and high-end experiences (golf, wine and fine dining among so much more)

Language Skills:

• Fluency in French and English (both written and spoken); additional language skills are a plus.

Travel Requirements:

• Willingness to travel for on-site event management and client meetings.

Other:

• Strong negotiation skills with vendors, suppliers, and clients.
• Ability to create event proposals and present them to clients.
• A professional attitude and appearance at all times.

Benefits:

• Free cafeteria: Say goodbye to boring lunchboxes! Enjoy free meals to tantalize your taste buds every day.
• Gym facility: No need for a gym membership! Our office comes equipped with a gym to help you stay fit and healthy.
• Dynamic work environment: Join the hustle and bustle! We're a high-energy team where each day brings exciting challenges.
• Transportation: Leave commuting stress behind! Take advantage of our transportation program for a hassle-free journey to work.
• Insurance and pension: We've got you covered for the future! With our comprehensive insurance and pension package, you can focus on your career with peace of mind.
• Flexitime: Work on your own terms! Our flexitime policy allows you to balance work and life according to your schedule.