Groups and Events Coordinator

2 weeks ago

Cape Town, Western Cape, South Africa One&Only Cape Town Full time
Groups and Events Coordinator
(6585)

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests' stay to bring their dreams and desires to life.

With an atmosphere that's chic but wonderfully unstuffy, and a team who are meticulous but warm, we seek to exceed our guests' expectations at every possible turn.


Set in the vibrant heart of Cape Town's waterfront, surrounded by restaurants, shopping, art and entertainment; on the doorstep of Table Mountain; and within easy reach of spectacular beaches, national parks, and winelands; One&Only Cape Town is the ultimate curator of discovery, from active adventures, to mindful moments and exclusive, tailored experiences.

The warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest's every need and surpass expectations.

Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure.

This is not simply our job, it's our passion

Job Summary
The Groups & Events Co-Ordinator assists the G&E Account Managers with admin requirements as per the below:

Daily Tasks

  • Ensure function/booking information is entered into Opera Sales and Catering including an enquiry note, basic rate and proposed and activity follow ups for future dates
  • Pulling and editing of Groups and Events contracts from Sales and Catering for confirmed groups and events
  • Allocating deposits and payments to clocks
  • Entering rooming lists ensuring all notes, special requirements, billing instructions and routing is completed.
  • Drafting of the Group Resume and or function sheets showing every aspect of the booking from arrival to departure and distributing this to the operational department giving them sufficient time to prepare.
  • Meet with client to ensure that all aspects of the event or group are discussed to ensure that the operational teams are fully aware of the client's requirements and expectation.
  • Meet & greeting of the client for groups and events and introducing the to the Banqueting manager and relevant departments.
  • Finalizing of all accounts relating to groups and events and all functions and ensuring that daily billing is completed for larger groups and events
  • Support MICE Manager and Groups and or Event Assistant manage with reports required to followup on pending enquiries, proactive chase procedure for all groups.
  • Update the Daily one adding in the details regarding the following days groups, events, and site inspections.
  • Attend morning meeting when required to run through upcoming groups and events, and site inspections.
  • Be the backup to the Sales Coordinator with regards to ordering of office and printing suppliers from iScala.

Weekly Tasks

  • Assembling the Groups Brief for the Operations Team.
  • Printing Function pack and BEO's for Function Pack Meeting
  • Batch report from Opera S&C
  • Distribution of Function Pack weekly in a timely manner.
  • Ordering required halal and kosher catering as per client request
  • Ordering and collecting V&A Portswood Parking vouchers
  • Processing supplier payments for parking, IVTM and other suppliers.
  • Review commission reports for groups, events and Food and Beverage
  • Assist with the processing of accounts commission payments, refunds, or credit card refunds
  • Coordinate the function pack meeting and PREcons with the various stakeholders in operations.
  • Update G&E Assistant Manager activities on Salesforce and information is correct and consistent with S&C.
  • Ensure teamwork and total cooperation between Operations, Sales Managers, Revenue and G&E to ensure that the entire sales process is completed and up to date.
  • Group filing and labelling of boxes on past groups once closed.
  • Meeting minutes are kept copied to relevant departments (Sales, Revenue, Reservation, Rooms, F&B, etc)

Reporting

  • Ensure the G&E Assistant Manager update the Target report monthly.
  • Send the ADOS a weekly report of each G&E Assistant Manager pending bookings and number of quotes.
  • Assisting G&E Assistant Manager with reports from S&C:


Lost Report
  • Tracking is in place for all details/regrets generated local, for all lead sources
  • Provisional Reports
  • BQT Forecast
  • Deposit Schedules
  • Assist ADOS with commercial planning & analysis reports as and when requested i.e. nationality report for all future groups and banqueting forecasts.

Skills, Competencies and Requirements

  • Diploma or Qualification in Hospitality Management
  • Good communication, interpersonal and customer service skills.
  • Ensuring compliance with hygiene and health and safety legislation/guidelines.
  • Sense of urgency, attention to detail and a cando attitude.
  • Have extensive knowledge of Opera Sales & Catering.
Our brand is expanding faster th

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