Cluster Groups, Conference and Events Coordinator

Exceptional Hospitality Starts with You

Picture yourself brightening someone’s day. When you join our Hotels team, that’s exactly what you’ll do every time you come to work! As a Cluster Groups, Conference and Events Coordinator , you’re not just supporting sales operations to help drive new business – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.

Here's what you'll do during a typical day

Key Responsibilities

• Liaise with the Conference & Events (C&E) Sales and Reservations teams to monitor, maintain, and ensure the accuracy of all data recorded within Delphi.
• Ensure all deposits and payments for upcoming events and group bookings are received and accurately recorded.
• Review and reconcile outstanding balances for events and groups, investigating and resolving discrepancies in a timely manner.
• Validate daily revenue postings against Banquet Event Orders (BEOs) and ensure all event-related revenue is correctly captured.
• Process and allocate payments received via bank transfer and credit card, including claims and reconciliations where required.
• Maintain the accuracy of commissionable rates within Delphi
• Ensure all contracts and supporting documentation are uploaded and maintained for new bookings.
• Prepare and distribute operational and commercial reports, including LightStay, Meeting Impact Calculator, and other business performance reports.
• Investigate and resolve commission-related queries in collaboration with relevant stakeholders.
• Assist with the preparation and issuance of final invoices to clients both before and after events and group stays.
• Manage BirchStreet administration, including purchase order processing and tracking.
• Maintain a high level of knowledge of the hotel's facilities, services, and the local area to support both internal teams and client enquiries.
• Support the management of group bookings by maintaining rooming lists, updating Banquet Event Orders (BEOs), menus, and guest pre-orders.
• Produce, analyse, and distribute Delphi reports as requested by the Cluster GC&E Director or Cluster Commercial Director.
• Provide administrative and operational support to the Cluster GC&E team, ensuring smooth coordination of events and group business across the cluster.

Skills & Competencies

• Excellent organisational and administrative skills with strong attention to detail.
• Experience working with Delphi, PMS systems, BirchStreet, and Microsoft Office applications preferred although training for all will be provided
• Strong financial awareness with the ability to reconcile payments and investigate discrepancies.
• Effective communication and stakeholder management skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Customer-focused with a proactive and collaborative approach.

What It Takes to Make the Stay

At Hilton, our core values define what it takes to succeed here and guide the qualities we look for in every team member:

A passion for spreading the light and warmth of Hospitality . Acting with Integrity and always doing the right thing. Inspiring others through Leadership . A belief that Teamwork drives the best outcomes. A sense of Ownership and accountability. And a focus on the Now , bringing urgency and discipline to every moment, knowing it can make a lasting impact.