Groups Sales Coordinator - Kimpton Vividora Barcelona

What’s the job?

As Groups Coordinator you will coordinate the reservations, room blocks and contracts for large groups. 

You’ll report to the Assistant Commercial Director & Commercial Director. 

Your day-to-day

• Manage and coordinate all group requests (corporate, incentives, conferences, weddings, and social events).
• Prepare and send quotations, contracts, and personalized proposals in accordance with hotel standards.
• Coordinate with internal departments (banquets, F&B, rooms, housekeeping, front office, revenue management) to ensure flawless execution of events.
• Accurately produce and revise all sales contracts, rate agreements, and banquet / catering event orders.
• Follow up on group payments, deposits, and invoicing in line with hotel policies.
• Monitor compliance with contractual deadlines and cancellation policies.
• Update the hotel management system (PMS/CRM) with reservations, changes, and group logistics details.
• Conduct site inspections with prospective clients and attend planning meetings.
• Maintain the highest service and hospitality standards in line with a five-star property.
• Achieve personal and team goals as assigned.
• Maintain group blocks, rooming lists, and reservations in the system.
• Work closely with other hotel departments to facilitate services agreed upon by the sales office and clients.
• Negotiate guest room rates, meeting room rentals, function space, and/or hotel services within approved booking guidelines.
• Follow up with clients regularly before, during and after departure to ensure satisfaction and secure future bookings.
• Prepare for each group’s arrival, prepare group history, billing information, deposits, filing, VIP information, correspondence, etc.; interact with booking contacts as needed. Correctly record group rooms and revenue in the property management system.
• Support the Director of Sales in commercial strategies and group acquisition campaigns.

Qualifications & Skills

• Bachelor’s degree in hospitality or related field.
• Previous +2 years’ experience in group sales, event coordination, or hospitality sales, ideally within a luxury hotel environment.
• Must be fluent in local language and English, additional languages will be highly valuable.
• Experience with entertainment groups will be highly valuable.
• Strong communication and negotiation skills.
• Excellent organizational skills and attention to detail.
• Proactive, positive, energetic, dynamic, emphatic, team-worker and with passion for service.
• Ability to work and manage multiple projects simultaneously.
• Knowledge of hotel management systems (PMS/CRM, Opera, Delphi, or similar).

What to expect from us

• Discounted international room rates. 
• Meals whilst on duty. 
• Private health insurance discount. 
• Kimpton Benefits: our platform with exclusive discounts for employees.
• Cool work environment and lots of fun! ??
• Room for professional growth in one of the largest hospitality companies.
• Training programmes and access to IHG’s training tool.