Groups & Events Coordinator

Groups & Events Coordinator
Reports to: Guest Services Manager

Contract: 4 months on/2 months off

Embarkation: 15.06.2025

Type: Cruise ship

Grt: 150, 696 t, 5000 pax capacity

Responsibilities:
- Coordinate all aspects of group bookings, including reservations and onboard activities.
- Serve as the primary point of contact for group leaders, assisting with any inquiries or special requests.
- Organize and oversee group events, ensuring all logistical details are executed flawlessly.
- Collaborate with other ship departments (e.g., Food & Beverage, Housekeeping, Entertainment) to meet group needs.
- Handle any last-minute changes or challenges, providing effective and prompt solutions.
- Assist with the distribution of welcome packages, event schedules, and promotional materials to group members.
- Maintain accurate records of group activities, requests, and special requirements.
- Ensure compliance with all guest service standards and protocols.
- Act as a liaison between the group clients and shipboard teams to ensure smooth communication and coordination.
- Provide exceptional customer service to enhance group members’ overall experience.
- Assist with pre-cruise planning by communicating with group leaders regarding onboard expectations and requirements.
- Monitor and update group accounts and reservations, ensuring accuracy and up-to-date information.
- Facilitate pre-arrival preparations such as cabin assignments and special requests for group guests.
- Manage VIP group requests, providing enhanced services to high-profile group guests.
- Collect and address feedback from group leaders and members to continually improve service delivery.

Amenity and Budget Controls:
- Oversee the distribution of amenities to group guests
- Track and manage costs related to group events and amenities, ensuring expenditures remain within the allocated budget.
- Work closely with the Guest Services Manager and the Finance team to monitor expenses.
- Provide regular budget reports to the Guest Services Manager, ensuring transparency in all financial aspects related to group coordination.
- Ensure proper inventory control of group-related supplies and amenities to avoid excess spending.
- Work collaboratively with team members, exhibiting strong teamwork and adaptability skills.
- Provide support across various operational areas as needed, demonstrating flexibility and a proactive mindset.
- Oversees and officiates onboard weddings, ensuring each event is conducted with precision, care and attention to detail to ensure total guest satisfaction.
- Manage all onboard events, including Brand events, Travel Agent and Sales functions, Social Media visits and sailings, and hosting onboard Sales events in coordination with the Aroya Sales department, among others.

Profile:
- Previous experience in group coordination, event planning, or a similar role, preferably in a cruise or hospitality setting.
- Strong organizational skills and attention to detail.
- Excellent communication and interpersonal skills.
- Ability to multitask and handle dynamic, fast-paced environments.
- Proficiency in computer systems, including reservation software.
- Problem-solving abilities and the ability to work under pressure.
- Fluency in English and Arabic; additional languages are a plus.