Group & Events Coordinator

As a Group & Events Coordinator at Aethos Mallorca, your primary responsibilities include coordinating all operational details related to groups and events, ensuring smooth communication across various departments. You'll manage function sheets, oversee group room blocks from the early contract stages, and engage in upselling food, beverages, and services to maximize profitability. Additionally, you'll collect feedback through MICE surveys post-event to continuously improve our offerings.

To thrive as a Group & Events Coordinator at Aethos Mallorca, you should have strong organizational skills, effective communication abilities, and preferably experience in hospitality management or event coordination. Proficiency in handling databases, booking systems like MEWS, and customer service will enhance your capability to meet our clients' needs effectively and foster a positive environment.

Aethos Mallorca is committed to the professional growth of its employees, offering competitive pay, attractive bonuses, and access to both internal and external training sessions. Employees also benefit from semi-annual development meetings to discuss career trajectories and the chance to take on new responsibilities in a high-growth environment, which can lead to exciting opportunities both domestically and internationally.

At Aethos Mallorca, we prioritize work-life balance for our Group & Events Coordinators by offering flexible staffing accounts and core working hours with the option for remote work. This approach ensures that our team members can maintain personal well-being while delivering exceptional hospitality experiences.

The team at Aethos Mallorca operates in a dynamic and collaborative environment. Group & Events Coordinators work closely with various departments, including Sales, Operations, and Food & Beverage management, fostering a teamwork-focused atmosphere where ideas and contributions are valued. Regular internal meetings and event planning sessions help maintain open lines of communication, ensuring everyone is aligned on objectives and client needs.

In your response, highlight specific events or groups you have coordinated, detailing the planning processes you undertook, challenges faced, and how you successfully overcame them. Emphasize your communication and organizational skills and how they contributed to the event's success.

Discuss the strategies you deploy to manage time efficiently, such as creating a task list or timeline for each event. Sharing specific tools or software you use for organization can also illustrate your systematic approach to handling multiple responsibilities.

Mention the importance of flexibility and effective communication in your approach. Explain that you would assess the change, communicate quickly with relevant departments, and provide solutions that meet the client's expectations without compromising service quality.

Elaborate on your methods for collecting feedback post-event, such as using surveys or direct follow-ups with clients and guests. Highlight how you analyze this data to improve future events and enhance the guest experience.

Share a specific instance where you've effectively upsold services or products during an event coordination effort. Discuss your approach to identifying customer needs and recommendations, and the outcome achieved.

Talk about the importance of setting up regular check-ins, using shared documents or project management tools, and ensuring that all stakeholders are informed of changes or updates. This approach will help maintain transparency and coordination throughout the planning process.

Research Aethos Mallorca's unique offerings and values. Discuss how the company’s commitment to sustainability, community involvement, and creating unforgettable experiences aligns with your view of exceptional event coordination.

Focus on your communication skills by describing how you keep clients informed throughout the planning process, set realistic expectations, and deliver on promises. Being proactive in addressing potential issues before they arise shows your dedication to client satisfaction.

Share your belief that successful group coordination hinges on understanding the needs of each group, being adaptable, and fostering positive relationships with clients and team members. Stress the balance between professionalism and personal connection that enhances client satisfaction.

Discuss your experience with different software and tools that facilitate event planning, communication, and organization. Highlight how using technology enhances efficiency, makes data management easier, and supports superior customer service.