Group and Events Services Coordinator

Overview

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.

Following Buenos Aires and Miami Beach, Faena New York, will find its home at 500 West 18th Street, overlooking the High Line in a building designed by Bjarke Ingels Group. This latest opening will be synonymous with sophistication, glamour, breathtaking artwork, and cultural trendsetting. This opening will mark the resurgence of luxury nightlife experiences in New York with dynamic food and beverage venues and programming that will make Faena the ultimate destination for the sophisticated traveler to New York.

The Group and Events Services Coordinator – Events supports the Sales and Events team by coordinating all administrative and operational aspects of group bookings and special events. This role plays a critical part in ensuring seamless communication between the sales team, operational departments, and clients. The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple projects simultaneously while maintaining the highest standards of luxury hospitality.

The Group and Events Services Coordinator assist with the planning, documentation, and execution of group services, business and events, ensuring that all details are communicated clearly and executed flawlessly.

This full-time position has an hourly rate of $38.00 per hour.

• Support the Group Sales and Events team in coordinating all group bookings and event-related activities
• Assist in managing event inquiries, preparing proposals, and maintaining communication with prospective and confirmed clients
• Assist and be present for Key Group Moments such as events, group arrivals and departures
• Coordinate internal communication between Sales, Food & Beverage, Banquets, Front Office, Housekeeping, and other operational departments
• Assist with the preparation and distribution of Banquet Event Orders (BEOs) and other event documentation
• Maintain detailed records of event specifications including timelines, room setups, catering requirements, audiovisual needs, and special guest requests
• Track event changes and ensure all departments are updated accordingly
• Assist with site visits, client meetings, and property tours
• Maintain accurate records of group bookings, contracts, and event documentation within the sales and event management systems
• Prepare sales reports, group pick-up reports, and event summaries as required
• Track group room blocks, cut-off dates, and reservation activity
• Ensure all contracts, deposits, and required documentation are completed in accordance with hotel policies
• Assist in preparing sales presentations, proposals, and promotional materials
• Maintain organized filing systems for all events and group sales documentation
• Assist with coordinating the logistical planning of meetings, private events, and group functions
• Participate in internal planning meetings to review upcoming events and operational requirements
• Ensure all event details are clearly communicated through BEOs and event summaries
• Support event execution by acting as a liaison between the client and operational teams
• Monitor event timelines and ensure deliverables are completed on schedule
• Assist in post-event follow-up including billing verification and client feedback
• Serve as a point of contact for group clients and event planners regarding logistics and coordination
• Respond to client inquiries promptly and professionally
• Communicate changes, updates, and special requests to the appropriate departments
• Ensure all guest interactions reflect Faena’s luxury hospitality standards
• Assist the sales team in maximizing revenue opportunities through upselling event services and enhancements
• Track event revenue and support accurate forecasting
• Monitor booking…