Groups and Events Coordinator

4 weeks ago

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

Groups and Events Coordinator
(14946)

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 & Events Co-Ordinator assists the G&E Account Managers with admin requirements as per the below**:
**Duties and Responsibilities**:

- Good written and verbal communication.
- Strong sense of organization and planning.
- Ability to analyse and manage multiple tasks.
- The ability to solve problems quickly and efficiently.
- Ability to manage stress situations, always promoting a constructive and positive attitude.

Daily Tasks
- Manage the G&E mailbox distributing enquiries according to workflow and ensure G&E Account Managers do not have groups overlapping and ensure that all the request should be answered in 24 hours.
- Allocating deposits and payments to blocks and PM’s.
- Support the G&E Managers with Trace Reports for daily chasing - Deposits deadlines etc
- Support the MICE Sales Manager with reports required to follow-up on pending enquiries -Pending Enquiries, proactive chase procedure for all groups.
- Coordinate MICE FAM trips, site inspections, ensuring showrooms and gift bags are in order.
- Entering rooming lists ensuring all notes, special requirements, billing instructions and routing is completed.
- Assist with the distribution of BEO’s which have been amended and ensure all operational parties receive the updated BEO timeously.
- Update the Daily Cover Sheet - adding in the details regarding the following days groups, events and site inspections.
- Ensure S&C is up to date with the newest menus, pricing is correct.
- Be the back-up to the Co-ordinator Sales with regards to ordering office and printing supplies from iScala.

Weekly Tasks
- Assembling the Groups Brief for the Operations Meeting.
- Printing Function pack and BEO’s for Function Pack Meeting - Batch report from Opera S&C.
- Distribution of Function Pack weekly in a timely manner.
- Ordering required halal and kosher catering as per client request.
- Ordering and collecting V&A Portswood Parking vouchers - Processing supplier payments for parking, IVTM and other suppliers.
- Review commission reports for groups, events and Food and Beverage.
- Assist with the processing of accounts - commission payments, refunds or credit card refunds.
- Coordinate the function pack meeting and PRE-cons with the various stakeholders in operations.
- Update G&E Account Managers activities on Salesforce and information is correct and consistent with S&C.
- Ensure teamwork and total cooperation between Operations, Sales Managers, Revenue and G&E to ensure that the entire sales process is completed and up to date.
- Group filing and labelling of boxes on past groups once closed.
- Meeting minutes are kept copied to relevant departments (Sales, Revenue, Reservation, Rooms, F&B, etc)

Reporting
- Ensure the G&E Account Managers update the Sales Target report on a monthly basis.
- Send the ADOS a weekly report of each G&E Account Manager’s pending bookings and number of quotes.
- Assisting G&E Manager with reports from S&C:

- **LOST Reports - Tracking is in place for all denials/regrets generated locally, for all lead sources**:

- **Provisional Reports**:

- **BQT forecast**:

- **Deposit Schedules**:

- Reporting on & tracking & measuring the materialization of groups (current & historical)
- Conversion and lead time statistics
- Assist ADOS with commercial planning & analysis reports as and when requested i.e. nationality report for all future groups and banqueting forecasts.

**Skills, Competencies and Requirements**
- Diploma or Qualification in Hospitality Management
- Good communication, interpersonal and customer service skills.
- Ensuring compliance with hygiene and health and safety legislation/guidelines.
- Sense of urgency, attention to detail and a can-do attitude.
- Have extensive knowledge of Opera Sales & Catering.

Our brand is expanding faster than

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