Join Our Award-Winning Team at Galway Bay Hotel Meeting & Events Coordinator Wanted
We are seeking a dynamic and detail-oriented Meeting & Events Coordinator to join our award-winning team at Galway Bay Hotel. This is an exciting opportunity to play a key role in planning, coordinating, and delivering exceptional conferences, meetings, and events while building strong client relationships and maximising revenue opportunities.
About the Role:
As Meeting & Events Coordinator, you will liaise directly with clients to plan and forecast all upcoming conferences, meetings, and event business for the hotel. You will work closely with the Sales and Operations teams to ensure every event is executed seamlessly, aligning client expectations with the hotel's operational capabilities and high standards.
This role requires a strong client-focused approach, excellent organisational skills, and the ability to manage multiple events at various stages of the planning cycle.
Your Responsibilities Will Include:
Sales Focus:
* Managing legacy clients and supporting key account management initiatives.
* Supporting the Sales team with new enquiries, proposals, pipeline management, site inspections, and contracting.
* Conducting proactive sales calls to key accounts and new business opportunities.
* Attending networking events alongside the Sales team.
* Supporting sales projects and promotional events related to meetings, conferences, and incentive business.
* Following up with clients post-event to build long-term relationships and secure repeat business for Galway Bay Hotel and the Hodson Bay Group.
* Assisting in achieving meeting & events revenue targets.
Event Planning:
* Working closely with the Sales team from the contract stage of enquiries.
* Maintaining consistent communication with clients - sometimes up to two years in advance of their event.
* Managing client payment plans, bedroom allocations, and overall event coordination support.
* Liaising with the Operations team regarding numbers, room setups, catering requirements, and event logistics.
* Participating in site visits with clients alongside the Conference & Banqueting Manager.
* Proactively identifying and resolving operational challenges prior to event arrival.
Event Management:
* Producing weekly function sheets and presenting business on the books at HOD meetings.
* Organising and hosting pre-conference meetings with clients and event organisers.
* Ensuring all conference spaces are presented to the highest standard before, during, and after events.
* Personally welcoming clients on arrival and introducing them to their Conference Manager.
* Assisting with budget tracking, invoicing, and payment processing.
Who We're Looking For:
* 1-3 years' experience in event coordination, hotel operations, or hospitality sales.
* Strong organisational and time-management skills with the ability to multitask effectively.
* Excellent written and verbal communication skills.
* Proficiency in hotel management systems (Opera, Salesforce) and Microsoft Office.
* Strong attention to detail and professional presentation.
* A proactive, client-focused approach with excellent problem-solving skills.
* Ability to work flexible hours, including evenings and weekends when required.
* A collaborative team player with strong budget awareness and client relationship management skills.
Why work with us?
* Received 'Best Employer' Award in Galway by Galway Chamber of Commerce 2022
* Culture of 'Respect' throughout the Hotel
* Career development and progression opportunities
* Vibrant Health & Wellness Programme
* Hotel Discounts within the Hodson Bay Group
* Meals provided while on duty
* Awarded Best 4* Hotel 2021
As a member of the Hodson Bay Group, the Galway Bay Hotel thrives in providing many development opportunities for motivated driven & efficient employee's across all our departments. As a people-centric hotel group, every day we aim to foster a positive team spirit and an enjoyable working environment. We encourage this through mutual respect & trust amongst colleagues.
Benefits:
* Bike to work scheme
* Company events
* Employee discount
* Food allowance
* On-site gym
* On-site parking