Group & Events Executive

Group & Events Executive – Courtyard Glasgow SEC

Gross Salary – competitive

Full time contract

Are you a natural communicator with a passion for hospitality and sales? Do you thrive in a fast-paced environment where every day brings new opportunities? Then this role might be your perfect next step!

What You’ll be Doing:

As a Meeting & Event Executive, you’ll be the first point of contact for all meeting and event enquiries, managing requests across telephone, email, and online platforms. You will be able to guide clients through the full enquiry process, from initial contact and qualification to creating proposals, coordinating details, and ensuring a seamless execution of the event. This role ensures every event succeeds with exceptional service, seamless planning, execution, and follow up for group events, maximizing guest satisfaction and driving repeat business.

Key Responsibilities

• Handle all Meetings & Events only enquiries across phone, email, and online platforms.
• Respond to overflow requests for M&E and rooms for Courtyard Glasgow SEC
• Produce timely quotations and prepare contracts for incoming business leads for meetings only.
• Process, distribute, record, and file all sales-related documents, including contracts, quotes, menus, confirmations, and cancellations, ensuring appropriate follow‑up actions are taken.
• Manage client needs and oversee all accounts related to meeting room and group booking.
• Manage call-in groups and contracted groups with ensuring rooming list is received on time and entered in the system.
• Stay in touch with the clients prior to their group or event arrival to make sure all payments, rooming lists and changes are properly managed.
• Prepare a handover or BEO sheet for the hotel team to prepare for the group arrival
• Post meeting room charges accurately and provide clients with invoices or pro forma invoices for pre-payments for rooms and meetings.
• Serve as the main operational contact for group organizers before, during, and after their event or stay.
• Use the relationship with the organiser to proactively identify further sales opportunities and coordinate with the hotel salesperson to action these leads
• Stay informed about competitor meeting room offerings and market trends.
• Maintain and update all internal databases to ensure accurate and current records.
• Demonstrate consistently strong organisational skills and exceptional attention to detail.
• Coordinate and deliver detailed site visits, providing venue tours, layout guidance, and clear explanations of available services and event capabilities.
• Participate in weekly hotel operations meetings to review upcoming events, confirm logistics, attendee numbers, and client requirements.
• Address and resolve client issues professionally, ensuring high levels of satisfaction.
• Conduct post‑event follow‑up calls to gather feedback on service quality and promote repeat business.
• 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.
• Maintain up-to-date knowledge of hotel operations, inventory, and availability to confirm last-minute requests.
• Provide any updates on hotel operations, refurbishment, out of order issues to the EBC on a timely basis
• Ensure all meeting and event spaces are well maintained and fully equipped.
• Prepare and manage restaurant reservations lists for group dining.
• Support Bonvoy enrolment through Marriott Bonvoy Events
• Maintain Forecast Snapshot.

Billing & Financial Administration

• Manages the billing process for group events, ensuring all charges (room, F&B, equipment, etc.) are accurately captured and invoiced.
• Manage Group and individual group guest deposits and payment schedules, following up on outstanding balances as required.
• Ensure that groups without credit are fully pre-paid
• Open Folios are closed within 5 days
• Reviews Group City Ledger accounts on regular basis and assists accounting team in retrieving payment
• Reviews and confirms with the client the correct commission amount and share this with the invoicing team.

Guest Experience & Relationship Management

• Host or assign a host for each event, ensuring a seamless guest experience.
• Conduct post-event courtesy calls to group organizers to gather feedback, address any concerns, re-solicit and thank them for their business
• Respond to guest reviews and feedback related to Groups, meetings and events.