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 OVERVIEW

The 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 RESPONSIBILITIES

• Support the Group Sales and Events team in coordinating all group bookings and event-related activities
• Assist in managing event inquiries, preparing proposals, and maintaining communication with prospective and confirmed clients promptly and professionally
• Assist and be present for Key Group Moments such as events, group arrivals and departures
• Coordinate internal communication between Sales, Food & Beverage, Banquets, Front Office, Housekeeping, and other operational departments
• Assist 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 accordingly
• Maintain records of group bookings and contracts
• Assist with site visits, client meetings, and property tours
• Prepare sales reports, group pick-up reports, and event summaries as required
• Track group room blocks, cut-off dates, and reservation activity
• Ensure all contracts, deposits, and required documentation are completed in accordance with hotel policies
• Assist in preparing sales presentations, proposals, and promotional materials
• Ensure promotional material inventory is stocked and accounted for
• Maintain organized filing systems for all events and group sales documentation
• Participate in internal planning meetings to review upcoming events and operational requirements
• Support event execution by acting as a liaison between the client and operational teams
• Monitor event timelines and ensure deliverables are completed on schedule
• Assist in post-event follow-up including billing verification and client feedback
• Serve as a point of contact for group clients and event planners regarding logistics and coordination
• Communicate changes, updates, and special requests to the appropriate departments
• Ensure all guest interactions reflect Faena’s luxury hospitality standards
• Assist the sales team in maximizing revenue opportunities through upselling event services and enhancements
• Track event revenue and support accurate forecasting
• Monitor booking pace and assist with reporting on group and event performance
• Support the Sales team in maintaining strong relationships with corporate clients, event planners, and repeat group business
• Work with Front Office to align group arrival and departure details
• Communicate guest preferences and VIP information to relevant departments
• Maintain a clean and organized Sales Office

QUALIFICATIONS DESIRED

• Minimum 2–3 years' experience in hospitality sales, events, or group coordination
• Experience in luxury hotels, high-end event venues, or hospitality environments preferred
• Strong organizational and administrative skills
• Ability to manage multiple projects simultaneously in a fast-paced environment
• Excellent written and verbal communication skills
• Proficiency with sales and event management systems such as Delphi, Opera, or similar platforms
• Proficiency in Microsoft Office including Excel, Word, and PowerPoint
• Professional demeanor and strong attention to detail

SKILLS

• Exceptional organizational ability
• Strong attention to detail
• Ability to manage multiple priorities
• Professional communication and client service skills
• Strong collaboration with cross-functional teams
• Ability to remain calm and solution-oriented under pressure

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Endure various physical movements throughout the work areas
• Ability to move safely in uneven terrain or in confined spaces
• Remain active, constantly moving, or prolonged periods sitting at a desk and working on a computer throughout work shift