Groups & Conference Agent

POSITION SUMMARY

The Group and Conference Agent plays a key role in both the acquisition and coordination of group bookings and conference business. This role is responsible for proactively securing new business, converting enquiries into confirmed bookings, and managing all event-related logistics to ensure exceptional guest experiences and maximum revenue generation for the hotel.

KEY RESPONSIBILITIES:

Business Development & Sales Conversion

Proactively respond to group, conferencing, and event enquiries with tailored proposals.

Actively pursue new group and conferencing leads through telesales, referrals, and networking.

Secure business through timely follow-up, professional communication, and compelling presentations.

Convert tentative enquiries into confirmed bookings through effective negotiation and upselling.

Maintain a clear pipeline of leads, prospects, and conversions in the hotel systems.

Client Liaison & Event Planning

Engage with clients to understand their vision and specific requirements for each event.

Conduct professional site inspections, proposal walkthroughs, and pre-event meetings.

Offer creative and practical solutions to enhance the client’s experience and event value.

Coordination & Internal Communication

Prepare and distribute accurate function sheets, rooming lists, and event resumes to relevant departments.

Coordinate operational delivery across departments (F&B, Front Office, Housekeeping, Banqueting, AV).

Act as the key contact during events to ensure real-time problem solving and client support.

Administration

Manage contracts, deposits, billing, and post-event reconciliation in line with company policies.

Ensure all administrative records are accurate and up-to-date in hotel systems.

Track and report on sales conversions, confirmed revenue, and event feedback.

Post-Event Engagement & Client Retention

Conduct post-event follow-ups and solicit feedback to drive continuous improvement.

Build lasting relationships with clients to encourage repeat business and referrals.

Skills & Competencies Required:

Proven ability to convert leads into confirmed sales

Strong interpersonal, negotiation, and influencing skills

High attention to detail and excellent organizational abilities

Strong multitasking and problem-solving under pressure

Proficient in Microsoft Office and PMS/event platforms.

Ability to work flexibly, including after-hours for events when needed

PREFERRED QUALIFICATIONS

Minimum 2 years in conferencing, group sales, or events coordination within hospitality

Track record of securing and growing conferencing or group business

Diploma or degree in Hospitality, Events, or related field is advantageous