Groups & Events Co-ordinator - Winelands

2 months ago

Stellenbosch Western Cape, South Africa HotelJobs.co.za Full time

This busy and prestigious property requires an efficient, decisive and energetic individual who demonstrates excellent communication skills.

Key responsibilities would be to respond to Group and Event enquiries, conduct site inspections, capture details in Mews & Pixier, conduct booking follow ups and be responsible for conversion and contract negotiations as and where needed. Once the booking is confirmed, they will ensure that the client supplies all their requirements with regard to the group/event and all details are communicated to all departments in the hotel via Group resumes and function sheets. They will follow up and be responsible for all billing and payment arrangements.

KEY DUTIES:

- A commitment to a sense of urgency, immediacy and total responsiveness
- Have superior knowledge of Winelands and surrounds
- Identify, solicit, and develop existing and new accounts
- To plan, organize and host client events and internal clients/hotel sales calls
- Plan and conduct creative site inspections
- To identify and profile new market opportunities
- Maintaining rate integrity and maximizing yield opportunities in cooperation with revenue management
- Represent Boschendal during property site inspections and educational visits for guests reserving a Group with a program attached - Travel Agents, Trade clients, individual guests, conference groups, incentive groups etc.
- Ensure function/booking information is entered correctly into Pixier including an enquiry note, basic rate proposed, and activity follow ups for future dates
- 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 the 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 timelines 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 gibing 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 received 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
- Preparing a detailed handover document in the form of a resume and function sheet
- Meeting & greeting of client for Groups and Events and introducing them to Banqueting Manager and relevant departments
- Check in with the client through the group stay/event to ensure that they are happy with the hotel’s delivery of their requirements
- Communicate all areas of concern as received from the client to relevant department heads
- Attend Morning Meetings when required in order to run through forthcoming groups/events
- To be fully conversant with all heath and safety, fire and emergency procedures
- Ensure all accounts are finalized relating to groups and events with no outstanding payments on group bills before departure
- All colleagues are always dealt with in a polite and helpful manner
- Contribute to teamwork which positively impacts on Guest Service
- and more...

CORE COMPETENCIES:

- Computer literate including relevant software and experience in using a PMS system
- Minimum 2-3-year experience in a similar position
- Focus on detail which is a major requirement of the job
- To be able to work efficiently, accurately, and quickly in a fast-paced environment
- Be able to prioritize as this position has multiple projects going simultaneously
- Very socially focused, requires “how can I help you?” attitude
- To be able to build and maintain relationships
- Adherence to procedures and guidelines is important
- Effective Communicator, open-flowing communication is important
- Must be friendly and genuinely interested in the business, agenda and needs of others including the company, its management, and customers
- Persuasive selling style to communicate the company’s services & facilities, policies and terms and conditions
- To be able to work with and for others in a helping role
- To be able to lead by example, to be able to assist when required
- Task driven to ensure proper results
- Work accurately with figures

QUALIFICATION:

- Hotel Management Certificate

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