Event Planning Executive

2 weeks ago

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

A busy 5* hotel in the CBD requires a highly organised and efficient Event Planning Executive to join their team.

**Function**

**Required Experience & Qualifications**
- A recognised qualification in Event Management / Hotel Management preferable
- Minimum two years’ group booking and evening experience
- Extensive reservations/banqueting sales experience
- People centric with a strong focus on the Guest experience
- Ability to work within a pressurised environment
- Extensive working knowledge of Fidelio Opera/ Sales & Catering
- Professional and pleasant disposition
- Strong leadership and interpersonal skills essential
- Strong planning and organising skills to meet deadlines with regards to operational requirements essential
- Strong and effective communication, problem solving and decision making skills at all levels essential
- Opera systems knowledge
- Ability to use Initiative and be proactive and self-motivated
- Proficient in Microsoft Office Package
- Ability to use Initiative and be proactive and self-driven
- Ability to work without supervision and within a team
- Attention to detail pertaining to area of responsibility
- Required to work as per operational requirements

**Key Responsibilities**
- Complete all daily duties as set out in departmental duties and requirements.
- Perform and administrative function pertaining to sourcing quotations, contracts / pro forma invoices and ensure that confirmation and deposits are received according to contract specifications and liaising with independent suppliers when necessary based on the client’s requirements inclusive of technical companies, translation facilities, décor companies, entertainment, exhibition stand builders etc.
- Liaise directly with relevant departments within the hotel to obtain rates and to ensure that all parties are aware of forthcoming events.
- Ensure that all quotations are followed up on a regular basis in order to ensure maximum usage of the conference facilities.
- Liaise with the client and attend on site meetings in order to discuss the events.
- Compile function sheets for distribution and ensure relevant details are obtained from the client advising and assisting them if necessary.
- Participate in meetings with the operations team to discuss the forthcoming events to ensure a smooth handover.
- Attend to any queries from the client during the event should the operations team require assistance.
- Follow up post conference to ensure customer satisfaction.
- Liaise with relevant departments pertaining to function accounts and ensure that the client is in receipt of necessary documentation.
- Conduct telemarketing to follow up on new business / current clients.
- Posting & reconciling of charges related to the group/event and ensure accounts are closed timeously.

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