MICE Groups Function Coordinator

Unique Vacations, Inc. is an affiliate of the worldwide representative for Sandals Resorts and Beaches Resorts, providing exclusive marketing, public relations, advertising, promotions, and creative services to showcase the Luxury Included® experience.

About the role

The MICE Groups Function Coordinator ensures Operational Outlines for all meetings and incentive groups are completed and distributed to applicable parties (resort sales managers, clients, etc.) no later than 60 days prior to the group’s arrival. The role focuses on maximizing sales results with groups and events.

Responsibilities

• Develop a complete understanding of each hotel’s function and meeting space.
• Assist clients with information about menus, décor, entertainment, etc. during the proposal phase.
• Send contracted MICE group bios to the resort once the group is booked and deposited.
• Send a group function intro letter to the group contact upon receipt of the confirmed group file.
• Follow up with clients regarding possible function locations, times, and menu options within two weeks after the intro letter is sent.
• Contact the resort sales team to confirm the client’s requested location(s), time(s), décor, etc.
• Schedule necessary conference calls between the resort sales team and clients to discuss and review all aspects of the group’s program, with a final call no later than 60 days prior to arrival.
• Prepare an operational outline reflecting confirmed group function locations, times, menus, etc., and send it to the client for signature no later than 60 days prior to arrival.
• Ensure payment for all add-on events is collected and posted to appropriate invoices no later than 60 days prior to arrival.
• Work with the Operations team to ensure all rooming lists, room pecking order, and flight details are noted, communicated, and reflected in the Operational Outline.
• Send the completed and signed Operational Outline to pertinent resort team members no later than 60 days prior to the group’s arrival.
• Update group function sales kits as needed.
• Work closely with the resort sales team and stay current with property knowledge and changes; visit all resorts at least once a year.
• Handle special projects at the request of management.
• May be required to work shows; additional compensation may be provided if certain criteria are met.

Requirements

• Strong verbal, written, and listening skills.
• Strong follow-up skills.
• Proficiency in Microsoft Word and Excel.
• Ability to successfully qualify inquiries.
• Ability to work in a team environment.
• Strong computer skills.
• Willingness to travel and possession of appropriate travel documents for the U.S. and Caribbean.

Qualifications

• Minimum high school diploma or equivalent; college degree preferred.
• Minimum of 3 years of related experience.

Benefits

• Health, dental, and vision insurance.
• Employer-paid life insurance, short-term disability (STD), and long-term disability (LTD).
• Sick days and vacation days.
• 9 paid holidays.
• Tuition assistance.
• Parental leave.
• 401K plan with a generous company match.
• After 6 months of continuous employment, discounted resort stays at properties represented by the company.

About Unique Vacations

Unique Vacations Inc. is the exclusive worldwide representative of Sandals and Beaches Resorts, offering marketing, public relations, advertising, promotions, and creative services to highlight the Luxury Included® experience. Sandals Resorts features 19 luxury resorts across the Caribbean, while Beaches Resorts offers three family-friendly locations in Jamaica and Turks & Caicos. Headquartered in South Florida, we are just a short trip from the Caribbean islands we represent.