Groups & Events Executive

**Position**: Groups & Events Executive (Full time #531111)

**Property / Office**: Mandarin Oriental, Milan

**Location**: Milan, Italy

**Mandarin Oriental Hotel Group**

Mandarin Oriental Hotel Group is the award winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world.

Increasingly recognized for creating some of the world’s most sought-after properties, the Group provides 21st century luxury with oriental charm. Above all, Mandarin Oriental is renowned for creating unique hotels through distinctive design and a strong sense of place, luxury hotels right for their time and place.

**The Hotel**:
Ideally located on the charming Via Andegari, Mandarin Oriental, Milan is a stylish and intimate hotel, featuring 104 guestrooms, including 36 beautifully appointed suites. Set in the heart of the city, only steps away from the world-renowned La Scala opera house, it inhabits four elegant 18th Century buildings in Milan's most prestigious district. The hotel features a fine-dining restaurant, Seta and a bar-bistro, Mandarin Garden where an eclectic choice of contemporary cuisine and cocktails are offered in chic surroundings. The Spa at Mandarin Oriental, Milan is the city's most comprehensive, offering a holistic approach to rejuvenation and relaxation in tranquil, meditative surroundings that feature indoor swimming pool and six private treatment rooms. In addition, the hotel has two versatile function rooms that benefit from natural daylight.

PURPOSE:
Coordinates all aspects of Group & events as assigned by the head of the department and all related information to hotel colleagues in an accurate and timely manner

**Duties and Responsibilities**:

- Support company's philosophy and company culture through the use of Pillars of Legendary Quality Experiences on a daily basis to ensure Guest Satisfaction and the achievement of our Mission Statement
- Support company's philosophy and company culture through the use of Guiding Principles and D.E.L.I.G.H.T as part of ensuring Guest Satisfaction and the achievement of our Mission Statement
- Handles groups and events from initial enquiry to final execution in accordance with financial and time restraints (including proposal, negotiation, contracting, operations, invoicing, follow up)
- Handles, coordinates and oversees all group and event operations and makes sure that groups & events within the hotel meet hotel quality standards.
- Demonstrates proactivity to bring back former clients and acquire new ones
- Handles relationships with travel agencies, tour operators, event and wedding planners
- Participates in local events and sales calls, including property site inspections
- Work closely with the sales team in regard to turnover and information
- Work closely with vendors for catering events
- Creatively up-sell services and food for all events
- Generates Banquet Event Orders
- Generates Group Resumes
- Generates business correspondence
- Utilize Delphi system for accurate blocking of events, groups, traces, and generation of BEOS
- Obtain guarantees for food and beverage functions
- Check Delphi Daily and Weekly reports
- Obtain necessary approvals/permits/insurance certificates for events that are required
- Chair pre-conference and post-conference meetings
- Attend departmental meeting when required
- Communicate all group information/changes to existing information to appropriate hotel colleagues in an accurate and timely manner
- Maintain an active trace system for all assigned groups
- Remain available to hotel colleagues via radio while on property and via hotel provided cellular phone/BB at all times
- Audit banquet checks for assigned groups
- Contract business with approved vendors, as appropriate
- Approve payment and provide backup for contracted vendor business
- Coordinate all aspects of events as assigned by head of the department to include but not limited to:

- Food and beverage requirements
- Timing of events
- Audio visual requirements
- Special attention guests
- Room type allocation
- Rooming list when applicable
- Group transportation when applicable
- Type of check-in, check-out to include satellite check-in when applicable
- Arrival/departure manifests
- Billing instructions
- Authorized signatures
- Room deliveries
- Telephone and internet requirements
- Box storage and delivery
- Power requirements
- Security requirements
- Key requirements
- Expected F&B outlet usage
- Group hospitality/office/registration desk requirements
- Business center requirements

**JOB KNOWLEDGE**:

- Strong administrative background
- Italian and English mandatory, another European language a plus
- Hotel experience required
- Very good knowledge of Microsoft Office Suite: Word, Outlook, PowerPoint, Excel and the Internet required.

**PERSONAL QUALITIES**:

- Capable of working on own initiative
- Flexible and willing attitude to work
- Empathetic
- Excellent communication and