About this role
The Group Planner at Moxy Utrecht is a confident, organized, and proactive professional who serves as the key point of contact between guests, the EBC (Event Booking Center), and hotel operations for all group meetings, events, and catering. Your mission: ensure every detail is flawlessly executed and every guest experience is seamless. This role ensures seamless planning, execution, and follow-up for group events, maximizing guest satisfaction and driving repeat business.Key Responsibilities • Event Coordination & Communication • Take over group and meeting bookings from the EBC once contracts are signed and serve as the main operational contact for group organizers before, during, and after the event. • Prepare and manage detailed rooming list and event documentation. • Coordinate all operational preparations, including guest deposits, invoicing, cut-off dates, and special requirements. • Liaise with all hotel departments (front office, housekeeping, F&B, kitchen, etc as relevant.) to ensure all aspects of the event are prepared and executed to standard. • Order or arrange rental of meeting equipment as required • Rooms control tasks • Oversee GXP and the Guest Planning Screen, ensuring all reservation details and preferences are up to date. • Perform reservation accuracy checks and maintain booking data integrity. • Verify ECertificate redemptions. • Ensure pre-arrival communication is sent on time. • Billing & Financial Administration • Ensure accurate billing for group events (rooms, F&B, equipment). • Manage deposits and payment schedules; follow up on outstanding balances • Review and confirm with the client the correct commission amount and share this with the invoicing team. • Guest Experience & Relationship Management • Be available as a host to ensure a seamless guest experience. • Follow up after the event to build connection and gather feedback • Respond to guest reviews and feedback related to Groups, meetings and events. • Operational Excellence •