Group and Event Services Coordinator

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.Following Buenos Aires and Miami Beach, Faena New York, will find its home at 500 West 18th Street, overlooking the High Line in a building designed by Bjarke Ingels Group. This latest opening will be synonymous with sophistication, glamour, breathtaking artwork, and cultural trendsetting. This opening will mark the resurgence of luxury nightlife experiences in New York with dynamic food and beverage venues and programming that will make Faena the ultimate destination for the sophisticated traveler to New York.JOB OVERVIEWThe Group and Events Services Coordinator supports the Sales and Events team by coordinating all administrative and operational aspects of group bookings and special events, ensuring that all details are communicated clearly to, and executed flawlessly by operational departments. This role plays a critical part in ensuring seamless communication between the sales team, operational departments, and clients. This role also steps in as a service support for the managers as needed.The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple projects simultaneously while maintaining the highest standards of luxury hospitality.This full-time position has an hourly rate of $36.00 per hour.DUTIES AND RESPONSIBILITIESSupport the Group Sales and Events team in coordinating all group bookings and event-related activitiesAssist in managing event inquiries, preparing proposals, and maintaining communication with prospective and confirmed clients promptly and professionallyAssist and be present for Key Group Moments such as events, group arrivals and departuresCoordinate internal communication between Sales, Food & Beverage, Banquets, Front Office, Housekeeping, and other operational departmentsAssist with the preparation and distribution of Banquet Event Orders (CEOs) and other event documentation, ensuring that operational teams receive accurate and clear event information in a timely manner.Maintain detailed and accurate records of event specifications including timelines, room setups, catering requirements, audiovisual needs, and special guest requests.Track event changes and ensure all departments are updated accordinglyMaintain records of group bookings and contractsAssist with site visits, client meetings, and property toursPrepare sales reports, group pick-up reports, and event summaries as requiredTrack group room blocks, cut-off dates, and reservation activityEnsure all contracts, deposits, and required documentation are completed in accordance with hotel policiesAssist in preparing sales presentations, proposals, and promotional materialsEnsure promotional material inventory is stocked and accounted forMaintain organized filing systems for all events and group sales documentationParticipate in internal planning meetings to review upcoming events and operational requirementsSupport event execution by acting as a liaison between the client and operational teamsMonitor event timelines and ensure deliverables are completed on scheduleAssist in post-event follow-up including billing verification and client feedbackServe as a point of contact for group clients and event planners regarding logistics and coordinationCommunicate changes, updates, and special requests to the appropriate departmentsEnsure all guest interactions reflect Faena’s luxury hospitality standardsAssist the sales team in maximizing revenue opportunities through upselling event services and enhancementsTrack event revenue and support accurate forecastingMonitor booking pace and assist with reporting on group and event performanceSupport the Sales team in maintaining strong relationships with corporate clients, event planners, and repeat group businessWork with Front Office to align group arrival and departure detailsCommunicate guest preferences and VIP information to relevant departmentsMaintain a clean and organized Sales OfficeQUALIFICATIONS DESIREDMinimum 2–3 years' experience in hospitality sales, events, or group coordinationExperience in luxury hotels, high-end event venues, or hospitality environments preferredStrong organizational and administrative skillsAbility to manage multiple projects simultaneously in a fast-paced environmentExcellent written and verbal communication skillsProficiency with sales and event management systems such as Delphi, Opera, or similar platformsProficiency in Microsoft Office including Excel, Word, and PowerPointProfessional demeanor and strong attention to detailSKILLSExceptional organizational abilityStrong attention to detailAbility to manage multiple prioritiesProfessional communication and client service skillsStrong collaboration with cross-functional teamsAbility to remain calm and solution-oriented under pressurePHYSICAL DEMANDS AND WORK ENVIRONMENTEndure various physical movements throughout the work areasAbility to move safely in uneven terrain or in confined spacesRemain active, constantly moving, or prolonged periods sitting at a desk and working on a computer throughout work shift