Groups and Events Coordinator

3 weeks ago

Cape Town, South Africa One&Only Cape Town Full time

Groups and Events Coordinator
(12899)

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 and Events Coordinator is responsible for responding to all group and event enquiries in with tailored professional proposals that sell the benefits of booking OOCT to the client. They are required to meet and greet the client and to conduct site inspections. They must capture details in Opera and are required to follow up on the booking, to covert the business and to negotiate the contractual terms with the clients. Once the booking is confirmed they ensure that the client supplies all their requirements with regards to the group and event and that these details are then communicated to all departments in the hotel via Group Resumes and Function Sheets. The Groups and Events Coordinator is also required to follow up and complete the billing process with the client and to ensure that the Pay Master is balanced and closed.**

**Duties and Responsibilities**
- Follow all Standard Operating Procedures as laid out in the Groups and Events Department.
- Represent One&Only Cape Town Hotel in a sales capacity during property site inspections and educational visits

for travel agents, clients, individual guests, conference groups, incentive groups etc.
- Ensure function/ booking information is entered correctly into Opera including an enquiry note, basic rate proposed and activity follow ups for future dates.
- Check venue and rooms availability in Opera prior to confirming to the client.
- Conduct show rounds for events and groups ensuring all departments and management are aware of VIP show rounds for large groups and that arrangements are made to ‘wow’ the clients.
- Possess a comprehensive knowledge of the One&Only facilities and activities within the Hotel.
- Negotiate the contractual terms and ensure all written communication is presented professionally with no errors and attention to branding details such as font etc.
- 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 expectations.
- Manage client to ensure that the client is aware of time lines with regards to menu decisions, deposit schedules, room attrition dates etc.
- 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.
- Conduct pre con meetings before group arrival ensuring all required department HOD’s are present and that they are aware of their department’s individual responsibilities.
- Ensure your client receives a pro forma invoice and that deposit payments are paid on due dates.
- Ensure room pickup for groups are as per contract requirements and that Group Agreement Attrition Review dates are kept with the clients.
- Meeting & greeting of client for Groups and Events and introducing them to Banqueting Manager and relevant departments.
- Check with client through the group stay/event to ensure that they are happy with the hotels delivery of their requirements.
- Finalizing of all accounts relating to groups and events and all functions and ensuring that daily billing is completed for larger groups and event.
- Communicate all areas of concern as received from client to relevant department headings
- Attend Morning Meetings when required in order to run through forthcoming groups
- Represent team in Health and Safety and Staff forum meeting if required.
- To be fully conversant with all health and safety, fire and emergency procedures.

**Skills, Competencies and Requirements**
- Minimum 1 years’ experience in a 4/5* environment.
- Diploma or Qualification in Hospitality Management
- Previous experience in Sales or Event Management preferable.
- Good communication, inter

  • Junior Event Coordinator

    3 months ago

    Cape Town, South Africa XL Events Full time

    Overall Responsibility: Quoting, Invoicing, Placing of Orders, Scheduling of events. Main responsibilities: - Sourcing and shopping for projects worked on - Basic Quotes, Mood boards and learning of our online system current - Sourcing of hired items from various suppliers. - Develop a positive working relationship with clients and team...

  • Group & Events Coordinator

    4 months ago

    Cape Town, South Africa HotelJobs.co.za Full time

    KEY RESPONSIBILITIES INCLUDES BUT ARE NOT LIMITED TO: General: - Inspire guests with an attitude of personal attention to their requests - A commitment to a sense of urgency, immediacy, and total responsiveness - Anticipate guest needs and address them in a refreshing manner - Demonstrate commitment to uncompromising standards of excellence - Have superior...

  • Groups & Events Coordinator

    3 months ago

    Cape Town, South Africa Belmond Full time

    Here at Mount Nelson, our venues provide the perfect setting, whether you’re planning a large-scale business event, a showstopping wedding reception or a more intimate cocktail party, our Groups and Events team puts together some incredible events! If you’re looking to develop your skills and be part of the future of luxury, this is your...

  • Groups & Events Coordinator

    3 months ago

    Cape Town, South Africa Belmond Management Full time

    Here at Mount Nelson, our venues provide the perfect setting, whether you’re planning a large-scale business event, a showstopping wedding reception or a more intimate cocktail party, our Groups and Events team puts together some incredible events! If you’re looking to develop your skills and be part of the future of luxury, this is your moment. Primary...

  • Event Director

    3 weeks ago

    Cape Town, South Africa dmg events Full time

    **About us** dmg events is an international exhibitions and publishing company. We attract more than 425,000 visitors to our global portfolio of 80 exhibitions each year. Through our global events, our aim is simple. We want to accelerate business through face-to-face events, which is why we work so hard to bring people together, creating opportunities for...

  • Groups and Events Coordinator

    4 months ago

    Cape Town, South Africa Belmond Full time

    Here at Mount Nelson, our venues provide the perfect setting; whether you’re planning a large-scale business event, a show stopping wedding reception or a more intimate cocktail party, our Groups and Events team puts together some incredible events! If you’re looking to develop your skills and be part of the future of luxury, this is your...

  • Groups and Events Coordinator

    4 months ago

    Cape Town, South Africa Belmond Management Full time

    Here at Mount Nelson, our venues provide the perfect setting; whether you’re planning a large-scale business event, a show stopping wedding reception or a more intimate cocktail party, our Groups and Events team puts together some incredible events! If you’re looking to develop your skills and be part of the future of luxury, this is your...

  • Event Director

    3 months ago

    Cape Town, South Africa dmg events Full time

    **About Us - dmg events** dmg events is an international exhibitions and publishing company. We attract more than 425,000 visitors to our global portfolio of 80 exhibitions each year. Through our global events, our aim is simple. We want to accelerate business through face-to-face events, which is why we work so hard to bring people together, creating...

  • Group & Events Manager

    3 months ago

    Cape Town, South Africa HotelJobs.co.za Full time

    This luxury brand is seeking an experienced Groups & Events Manager to manage the day-to-day functioning of the Groups and Events team and the efficient running of the office, ensuring the team achieves the hotel and departmental goals and revenue targets. **Responsibilities**: - To manage the day to day functioning & office of the Groups and Events team -...

  • Junior Events Coordinator Intern

    3 months ago

    Cape Town, South Africa XL Events Full time

    Overall Responsibility: Quoting, Invoicing, Placing of Orders, Scheduling of events. Main responsibilities and Focus Area: - Sourcing and shopping for projects worked on - Basic Quotes, Mood boards and learning of our online system current - Sourcing of hired items from various suppliers. - Develop a positive working relationship with clients and team...

  • Group & Events Coordinator - Cape Town

    3 months ago

    Cape Town, South Africa HotelJobs.co.za Full time

    Large Hotel in Cape Town with extensive Banqueting, Conferencing, Weddings & Events facilities is looking for a Group & Events Coordinator. - You will be responsible for ensuring that group events within the hotels meet the hotels level of quality standards. - You will be in charge of preparing quotes, making follow-up calls with prospective clients and...

  • Events Coordinator

    3 months ago

    Cape Town, South Africa LRI Invest Full time

    Description EVENTS COORDINATOR We are looking for a skilled events coordinator to assist with the management and execution of an extensive global events list of both Third-Party Sponsorship and company hosted events. This is an exciting role for an individual who enjoys a fast-paced environment and thrives on the excitement and satisfaction of a...

  • Events Coordinator

    3 months ago

    Cape Town, South Africa Career Custodians Full time

    Village N Life is a leading Tourism and Hospitality Management Company based in the beautiful Camps Bay.If you thrive on a company culture that focuses on growing their employees through career advancement and excellent staff incentives, this is the company for you.We are currently searching for an Events Co-Ordinator to join our dynamic team.Minimum...

  • Events Coordinator

    3 months ago

    Cape Town, South Africa Career Custodians Full time

    Village N Life is a leading Tourism and Hospitality Management Company based in the beautiful Camps Bay.If you thrive on a company culture that focuses on growing their employees through career advancement and excellent staff incentives, this is the company for you.We are currently searching for an Events Co-Ordinator to join our dynamic team.Minimum...

  • Event Coordinator

    3 months ago

    Cape Town, South Africa Career Custodians Full time

    Village N Life is a leading Tourism and Hospitality Management Company based in the beautiful Camps Bay.If you thrive on a company culture that focuses on growing their employees through career advancement and excellent staff incentives, this is the company for you.We are currently searching for an Events Co-Ordinator to join our dynamic team.Minimum...

  • Assistant Coordinator

    2 weeks ago

    Cape Town, South Africa The Rusty Spoon Events Full time

    An ideal Events Coordinator should have a variety of personality traits that enable them to effectively plan, manage, and execute events while ensuring a positive experience for clients and guests. Key Responsibilities: The Events Coordinator is responsible for planning, organizing, and executing a range of events and functions. The primary purpose of this...

  • Events Coordinator

    3 months ago

    Cape Town, South Africa HotelJobs.co.za Full time

    Career Growth, Hospitlaity Recruitment are searching for a talented and motivated event coordinator to organize outstanding and unforgettable events. You will be responsible for every part of event preparations, such as choosing venues, approving menus, developing seating plans, and evaluating success afterward. As the event coordinator, you should be...

  • Event Coordinator

    3 months ago

    Cape Town, South Africa icaperecruitment@gmail.com Full time

    **EVENT CO-ORDINATOR** **Based in town. A company that offers workspace to clients are seeking an experience event co-ordinator.** - Must have reliable transport to town._ **Requirements**: - A minimum of 3 years experience in hospitality and event and meeting room coordination or a related field. Food and beverage experience also a benefit. - Proven...

  • Events Coordinator

    2 months ago

    Cape Town, South Africa Zeitz Museum of Contemporary Art Africa Full time

    Job Title: Event Coordinator Department: Institutional Advancement **Job Type**: Permanent Zeitz Museum of Contemporary Art Africa (Zeitz MOCAA) is a not-for-profit institution that exhibits, collects, preserves, and researches contemporary art from Africa and its diaspora; conceives and hosts international exhibitions; develops supporting educational,...

  • Assistant Groups

    3 months ago

    Cape Town, South Africa Belmond Full time

    As an Assistant Groups and Events Manager at Mount Nelson, A Belmond Hotel, you will assist in managing the day-to-day functioning of the Groups and Events team and the efficient running of the office. Our venues provide the perfect setting, whether you’re planning a large-scale business event, a showstopping wedding reception or a more intimate cocktail...