Group Coordinator, Activities

Live Your Passion.  Add Your Magic.             

At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application.

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Group Coordinator

SUMMARY 

The Group Coordinator is responsible to handle all reservations aspects of a group: meeting with meeting planners and Catering/Conference Services mangers, as needed; room block monitoring; rooming lists; reporting pick-up, VIP and upgraded accommodations, client correspondence relating to reservations and other group reservation functions as well as work as a Reservations & Communications Agent, as required. This role will contribute to the organization as an active business partner that is responsible for supporting the company's goals, objectives, vision, mission, and values.

ESSENTIAL FUNCTIONS

Major areas of responsibility/ management include, but are not limited to:

• Demonstrate expert knowledge of all activities off-site adventures and excursions available to groups both on property and off-site and look to recommend and up-sell the most appropriate option based on the group’s needs, size and preferences
• Develop relationships and work closely with vendors that provide these activities including but not limited to COMPASS (in-house) and our preferred Destination Management Companies (DMCs)
• Arrange all the details for group activities such as: staffing, product, and transportation
• Establish and execute the billing for these activities
• Closely connected to the meeting & events manager handling the group
• Basic local knowledge of animals/landscapes of the Gallatin River, Forest, and Yellowstone National Park
• Recommend F&B needs for the activities on and off-site and communicate to M&E manager for more suggestions and for BEO creation
• Keep in contact with group planner and inform them of any adverse local mountain conditions and weather that could impact their activities and approach – find possible options when adverse weather will affect their plans and proactively arrange backup plans
• Make direct contact with group planners in advance to establish a strong relationship and start the planning
• Ensure timely correspondence with group planners
• Ensure the smooth flow and logistics of both the summer and winter transportation for the activities process to ensure a smooth flow in the front drive
• Coordinate with Guest Reception on the delivery of activity equipment
• Coordinate with concierge on activity requests and billing questions from front office & accounting
• Communicate with staff of impending group activities that may impact operations at Montage Big Sky
• Coordinate spa appointments for group attendees and demonstrate working knowledge of spa, wellness offerings, and seasonal activations
• Recommend, manage, and maintain relationships with third-party vendors for additional Big Sky area activities not affiliated with preferred DMCs (e.g., fly fishing, ATV tours, horseback riding, private yoga instructors)
• Conduct thorough risk assessments for every activity, securing vendor insurance certificates, and confirming guest safety protocols and waivers are in place
• Maintain real-time manifests, itineraries, and vendor confirmations
• Will use Delphi, Alice, and other internal software to manage communication between departments.

 QUALIFICATIONS 

• High school or equivalent education required. 
• Previous Reservations or Group Coordinator experience required.
• Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled/mandatory training sessions and meetings is required.

PREFERRED 

• Luxury hotel experience strongly preferred
• Bachelor’s Degree
• Delphi experience

PHYSICAL REQUIREMENTS 

Most work tasks are performed indoors.  Temperature generally is moderate and controlled by Resort environmental systems. Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary. Must be able to lift up to 15lbs on a regular and continuing basis. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and other associates. Vision occurs continuously with the most common visual functions being those of near vision and depth perception. Ability to spend extended lengths of time viewing a computer screen. Requires manual dexterity to use and operate all necessary equipment.

In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.