Group Planner

Algemene informatie

The Group Planner at Moxy Utrecht is a confident, organized, and proactive professional who serves as the key point of contact between guests, the EBC (Event Booking Center), and hotel operations for all group meetings, events, and catering. Your mission: ensure every detail is flawlessly executed and every guest experience is seamless. This role ensures seamless planning, execution, and follow-up for group events, maximizing guest satisfaction and driving repeat business.

Key Responsibilities

Event Coordination & Communication

• Take over group and meeting bookings from the EBC once contracts are signed and serve as the main operational contact for group organizers before, during, and after the event.
• Prepare and manage detailed rooming list and event documentation.
• Coordinate all operational preparations, including guest deposits, invoicing, cut-off dates, and special requirements.
• Liaise with all hotel departments (front office, housekeeping, F&B, kitchen, etc as relevant.) to ensure all aspects of the event are prepared and executed to standard.
• Order or arrange rental of meeting equipment as required

Rooms control tasks

• Oversee GXP and the Guest Planning Screen, ensuring all reservation details and preferences are up to date.
• Perform reservation accuracy checks and maintain booking data integrity.
• Verify ECertificate redemptions.
• Ensure pre-arrival communication is sent on time.

Billing & Financial Administration 

• Ensure accurate billing for group events (rooms, F&B, equipment).
• Manage deposits and payment schedules; follow up on outstanding balances
• Review and confirm with the client the correct commission amount and share this with the invoicing team.

Guest Experience & Relationship Management

• Be available as a host to ensure a seamless guest experience.
• Follow up after the event to build connection and gather feedback
• Respond to guest reviews and feedback related to Groups, meetings and events.

Operational Excellence

• Maintain up-to-date knowledge of hotel operations and inventory, ensuring all meeting and event spaces are well maintained.
• Prepare and manage restaurant reservations lists for group dining.
• Keep all department heads informed of upcoming business.

Skills and Experience

• Strong communication and interpersonal skills.
• Proficiency with Opera, Opera Sales & Catering, SFA, and Microsoft Office.
• Quick learner with online tools and systems.
• Experience with Symphony and tour/leisure bookings is a plus.
• Minimum 1 year in a similar events role preferred.
• Experience with group meetings & events planning is highly desirable.
• Familiarity with Marriott Bonvoy points tools is an advantage.

Benefits

• Training and development opportunities
• Social activities
• Special room rates in Marriott hotels worldwide for you, your family and friends
• Travel allowance will be partly compensated when you live more than 5 km away from the hotel
• And more…

*****

About Hotel Co 51
Hotel Co. 51 is a fast-growing, European hotel operator of Moxy Hotels, Courtyard By Marriott, Element by Marriott and AC Hotels by Marriott. Founded in Amsterdam in 2020 to support development and operations for the new hotel openings, it is currently operating 25+ properties in 8 countries (The Netherlands, France, UK, Belgium, Germany, Italy, Denmark and Poland) and expanding its reach with new properties in key markets. The company´s pipeline includes hotels in European strategic cities and airports. To learn more about Hotel Co 51, visit hotelco51.com.

About Moxy® Hotels
Moxy offers a playful hotel experience for the young at heart. With 100+ properties open across Europe North America, and Asia Pacific, Moxy boldly breaks the rules of a conventional hotel stay across the globe. The non-traditional experience starts with check-in at Bar Moxy and comes to life throughout its social public spaces, like the Lounge and Library, and the small but smart bedrooms. Moxy provides stylish, industrial design and sociable service at an attractive price point, so that guests can splurge on the experiences that matter most to them during their travels. Moxy celebrates nonconformity, open-mindedness, and originality above all – forever giving its guests permission to Play On #atthemoxy. For more information, visit moxyhotels.com and Play On #atthemoxy on Instagram. Moxy is proud to participate in Marriott Bonvoy®, the global travel program from Marriott International. The program offers members an extraordinary portfolio of global brands, exclusive experiences on Marriott Bonvoy Moments, and unparalleled benefits, including free nights and Elite status recognition.

About Marriott International
Marriott International, Inc. (NASDAQ: MAR) is based in Bethesda, Maryland, USA, and encompasses a portfolio of more than 10,000 properties under 40+ leading brands spanning 143 countries and territories. Marriott operates and franchises hotels and licenses vacation ownership resorts all around the world. The company offers Marriott Bonvoy™, its highly-awarded travel program.