Event & Group Coordinator - Ollon, Switzerland

Before the clients arrive

• Ensure the administrative follow-up of group and event files, guaranteeing the collection, updating, and compliance of information under the supervision of the Events & Groups Executive.

• Prepare and produce all contractual and operational documents (contracts, technical sheets, service orders, rooming lists), respecting internal standards and client requirements.

• Update room contingents, allotments, and all client data in the reservation system (Opera Cloud or equivalent), to ensure the reliability of information transmitted to operational teams.

• Coordinate interdepartmental communication by ensuring clear, complete, and timely dissemination of essential information for the proper preparation of events.

• Actively participate in drafting and transmitting service orders, respecting deadlines and internal procedures.

• Contribute to the creation of event materials (menus, signage, stationery), ensuring their compliance with client requests and the establishment's visual identity.

During the event

• Assist the Events & Groups Executive in the daily operational follow-up of on-site events to ensure smooth service delivery and client satisfaction.

• Serve as an operational liaison between clients and internal teams, facilitating communication and providing quick responses to expressed needs.

• Manage last-minute adjustments (schedules, rooms, additional services), ensuring their proper consideration by the relevant departments.

• Monitor the quality and proper execution of services, ensuring compliance with service standards and contractual commitments.

• Ensure continuous updating of elements necessary for billing, in coordination with the finance department, to guarantee the accuracy of transmitted data.

After the event

• Contribute to the preparation of final invoices by verifying completed services and ensuring the completeness of billing elements.

• Participate in collecting and analyzing client feedback to support continuous service improvement and satisfaction monitoring.

• Update the client database and statistical tools, ensuring the reliability of collected information.

• Support the department's loyalty and prospecting initiatives by contributing to highlighting client feedback and business opportunities.

In collaboration with his/her superiors

• Provide daily administrative support to the department by participating in document management, filing, and monitoring internal files.

• Assist in preparing presentation materials, monthly reports, and activity analyses, according to management expectations.

• Actively participate in training and integrating new employees and interns to ensure the transmission of best practices and internal standards.

• Ensure compliance with internal procedures and application of quality standards by contributing to regular process control and continuous improvement.