Groups & Events Manager

Company Description

Fairmont La Hacienda will offer guests one of the most exclusive resorts in southern Spain.

Situated on the San Roque coast, in a unique and privileged enclave near Sotogrande, it features a luxurious 5-star hotel and branded residences, showcasing breathtaking sea views.

Guests at Fairmont La Hacienda will indulge in a luxury resort experience with access to pools, a spa, fitness facilities, a grand ballroom, and flexible meeting spaces.

Surrounded by two of southern Europe's most renowned golf courses, the hotel provides an exclusive retreat for golf enthusiasts, beach lovers, and discerning travelers. 

Job Description

The Groups and Events Manager is responsible for planning, organizing, and overseeing all operational aspects of group events, meetings, conferences, and social functions at the hotel. This role ensures the successful execution of events, from the initial inquiry to the event’s conclusion, ensuring guest satisfaction, profitability, and smooth operations.

This role plays a critical part in ensuring that events hosted at the hotel are executed smoothly, meet or exceed client expectations, and contribute to the overall success of the hotel's business. The Groups and Events Manager should possess excellent communication skills, organizational talent, and a passion for creating memorable experiences.

Responsibilities

· Client Liaison and Relationship Building:

· Serve as the main point of contact for clients, from the handover of signed contract of the MICE Sales Team through event execution.

· Build and maintain strong relationships with corporate clients, event planners, and other group organizers.

· Understand clients' needs and preferences to deliver customized event experiences.

Event Planning and Coordination:

· Work closely with clients to understand event goals, vision, and requirements.

· Provide venue tours, explain hotel facilities, and offer recommendations for event execution.

· Develop and send event proposals and contracts to clients, ensuring clear expectations for services, pricing, and payment schedules.

· Coordinate logistics, such as room setup, audio-visual equipment, catering, transportation, and other guest services.

· Ensure all special requests and needs for events are met and communicated to the appropriate hotel departments (e.g., catering, housekeeping, front desk, etc.).

· Oversee the preparation of event materials, such as signage, agendas, and promotional content.

Event Execution:

· Manage all on-site aspects of group events and meetings, including overseeing setup, ensuring all equipment and services are in place.

· Supervise event staff and coordinate with various hotel departments (catering, AV, housekeeping, etc.) to ensure smooth operations.

· Troubleshoot any issues that arise during the event and ensure client satisfaction.

· Be on-site during events to monitor timelines and adjust logistics as needed.

Budget and Financial Management:

· Assist clients in developing event budgets, ensuring that the event stays within financial parameters.

· Ensure accurate billing and invoicing for events, and handle payments according to the agreed-upon terms.

· Monitor costs related to events, ensuring profitability without compromising quality.

Marketing and Sales Support:

· Assist the Sales team with marketing efforts to promote the hotel’s event spaces and services.

· Respond to RFPs (requests for proposals) and help reactive generation of new business opportunities for group and event bookings.

· Participate in client retention programs and upselling additional services to increase revenue.

Team Collaboration and Training:

· Work closely with other hotel departments (e.g., front desk, catering, housekeeping, etc.) to ensure seamless service delivery.

· Lead event staff and ensure they are trained in customer service standards and event protocols.

· Stay informed on new trends and technologies in the event industry and suggest improvements or enhancements to services.

Post-Event Follow-Up:

· Conduct post-event evaluations with clients to gather feedback and ensure satisfaction.

· Address any issues or concerns raised by clients after the event to maintain positive relationships and encourage repeat business.

· Analyze event success and make recommendations for future improvements.

Qualifications

· Minimum of 3-5 years of experience in event planning, hotel sales, or group coordination.

· Experience working in a 5-star hotel or similar hospitality setting is highly desirable.

· Familiarity with event management software and hotel booking systems (experience in Opera desirable)

· Strong communication and interpersonal skills to work effectively with clients, vendors, and team members.

· Fluency in Spanish is required; additional proficiency in English is preferred. Proficiency in additional languages will be considered a plus.

· Excellent organizational and time management abilities.

· Ability to multi-task and manage multiple events simultaneously.

· Strong problem-solving skills and ability to remain calm under pressure.

· Budgeting and financial management skills.

· Customer-focused attitude with a keen eye for detail.

· Ability to lead, inspire, and motivate staff.

Candidate must be a citizen of the European Union or possess a valid work permit for Spain.

Additional Information

What is in it for you:

• Competitive Salary and Benefits
• Discounted hotel rooms and food and beverage rates to employees at our sister properties around the globe.
• We provide learning programs through our Academies to promote growth and development so that you can perform at your full potential.
• Opportunity to develop your talent and grow within your property and across the world!