Events Coordinator

1 week ago

Pretoria, South Africa HotelJobs.co.za Full time

**About Menlyn Boutique Hotel**:
Menlyn Boutique Hotel, where luxury, tranquillity, and art meet. We pride ourselves on our premium facilities combined with elegant and tastefully decorated rooms. Our commitment to service can be seen in our detailed and personalised approach. We are a young, creative, and progressive team, focused on delivering a guest experience that is personal and unique to those tired of the ordinary. Our core values are respect, being humble, kind, progressive and acting with integrity.

**What are we looking for to contribute to our team?**

We are looking for a passionate, self-motivated, energetic, and creative individual who will be the right fit for our young driven team as well as someone who fits our core values. A hands-on and professional approach when dealing with our guests and the ability to go the extra mile to ensure that your job responsibilities are fulfilled to the best of your ability as well as maximizing guest satisfaction and revenue optimisation for the business to be profitable.

**Job requierments (BUT not limited to)**:
To organize and plan events as per the guest request, manage group restaurant bookings and all restaurant enquires. Responsible for sending quotations for potential business in a timely manner, follow up on sent quotations, finalising payments and information. Liaise with departments to ensure that we can deliver the requirements for a guest before agreement is in place. Part of your duty is to ensure all the venues are always clean and up to standard, check on guest satisfaction and deal with guest complaints, assist with site inspections and ensure the successful running of day-to-day conferences and events from start to finish.

**MAIN RESPONSIBILITIES (But not limited to)**:

- Meet and greet clients when visiting the hotel or attending a function/conference/ site visit.
- Oversee and plan all functions from beginning to end.
- Adhere to 12-hour response time on client correspondence.
- Meet with clients and ensure that all client files are kept always updated.
- Follow up with clients and schedule pre-event meetings and food tastings for all relevant client bookings as and when required and communicate to the Executive Chef.
- Check that all clients sign paperwork at all relevant fields.
- Keep tentative bookings to a minimum by adhering to company policy. A consistent follow up procedure to ensure that bookings are confirmed in advance.
- Ensure payment is received as per company policy.
- Compile all function sheets according to client requirements and communicate prior to all departments involved.
- Attend all wedding functions to ensure that the function goes as planned from start to finish.
- Ensure sound communication between all departments within the hotel.
- Provide and distribute a monthly and an updated weekly forecast of all business on the books to relevant parties.
- Compile function sheets accurately and timeously and distribute to the relevant departments.
- Responsible for making the function space visually appealing and is always neat and tidy and set up to the required standard.
- Responsible for the overall sanitation and cleanliness of the work areas, conference rooms and storage areas (such as drawers, cupboards etc.).
- Responsible for the proper usage and good working order of all equipment, furniture and fixtures in the conference rooms, business centre, and the restaurant.
- Provide excellent customer service and ensure customer needs are met.
- Provide unique and creative ideas to enhance meetings & group experience.
- Supervise events and team members throughout service.
- Keep late arrangements to a minimum.
- Keep customer complaints to a minimum and notify manager immediately should these arise.
- Responsible for ensuring sufficient operating guest supplies, beverage supplies and operating equipment for functions assigned.
- Speak with others using clear and professional language, and answer telephones using appropriate etiquette.

**Required**:

- Time management
- Communication and active listening skills
- Honest and trustworthy
- Well-spoken
- Computer literate
- Organizational skills
- Problem-solving
- Negotiation and Budgeting
- Multitasking

**EDUCATION**:
Minimum matric senior certificate.

Any formal hotel related qualification would be of advantage.

**EXPERIENCE**:
Minimum 1- 2 years’ experience as an Events Co-ordinating in a 4/5-star property.

**Location**: Menlyn, Pretoria, South Africa.

**Category**: Events; Restaurant, functions, and conferencing.

**Job Type**: Permanent

**Address**: 209 Tugela Road, Ashlea Gardens.

**Province**: Gauteng. (Only applicants that are in Gauteng will be considered.)

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