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Banquet Coordinator

1 month ago


Cape Town, South Africa Accor HQ Full time

**Banquet Coordinator (Admin)**

At Cape Grace Hotel, managed by Accor, our Reservations Department, thrive with the commitment of Colleagues and Leaders who model our values of Respect, Integrity, Teamwork Accountability and Excellence.

**RESPONSIBILITIES**:

- Work closely with the F&B Managers to ensure that a comprehensive knowledge of client files exists, in order to respond to client needs in the absence of the F&B Manager.
- Provide key departments with information on upcoming events on a daily basis.
- Conduct site inspections: rooms, conference space and F&B outlets as requested.
- Liaise closely with Front Office, Reservations, F&B and Housekeeping in order to ensure that pertinent banquet details are communicated.
- Liaise with clients while in-house, ensuring their events go as they expect and anticipating their needs.
- Run Sales & Catering reports and ensure the system is current and up to date; upkeep of Sales & Catering menus, resources, pricing and function diary.
- Book all in-house functions where possible.
- Responsible for preparing and distributing the Function Sheets on a daily/weekly basis. This includes the prompt distribution of last-minute changes to affected departments.
- Administrative duties also include; preparing vouchers for F&B outlets, printing daily signage, prepare weekly minutes, prepare VIP Amenity Forms, copying and delivery of deposit checks to the Accounting Department.
- Timely execution of correspondence: confirmation letters, intro letters, thank you letters, proposals, contracts, event orders and billing.
- Actively participate in Accor’s Planet 21 environmental program and department specific initiatives in working towards sustainable operations.
- To be Health & Safety conscious and actively involved in maintaining a safe work environment.
- Complies with Accor’s policies, procedures and code of ethics.
- Performs any and all other tasks which are assigned by management.
- Upholds the highest standard of internal and external customer service at all times.
- To liaise with F&B to plan and confirm menus when necessary.
- To ensure that all quotes compiled are accurate and every attempt is made to secure the business for Cape Grace Managed by Accor and increasing average spend per head.
- Manage and follow up on all deposit payments in line with the applicable FIT or functions terms and conditions.
- Create and update all individual guest, party, group & functions reservations as and when required.
- Drawing up of Party & Functions Sheets with detailed information pertaining to each department.

**QUALIFICATIONS**:

- Working knowledge of Sales & Catering, Delphi, MS Word, Publisher, Excel and Opera PMS.
- Previous Conference Service Coordinator or Banquet experience is an asset.
- Strong knowledge of F&B operations and Banquet Services is required.
- Proven ability to plan and organize events effectively, with an acute sense on detail.
- Ability to manage several tasks simultaneously using strong time management and prioritization skills.
- Ability to make high quality guest decisions and to perform under pressure.
- Professional appearance and demeanor.
- Excellent communication and interpersonal skills, both written and verbal.
- Must be able to work independently and maintain a positive attitude within a very busy environment.
- Hospitality diploma or degree an asset.
- Professional telephone manner and a minimum typing speed of 50 wpm are required._ _

**Our commitment to Diversity & Inclusion**:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

**Why work for Accor?**
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.-
Do what you love, care for the world, dare to challenge the status quo **#BELIMITLESS