Groups & Events Co-ordinator

4 months ago


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

5* Luxury Hotel seeks a Groups & Events Co-Ordinator.

**Main Duties & Responsibilities**
- Preparing quotes, making follow-up calls with prospective clients and holding meetings with clients who are interested in hosting an event.
- Quote and contract all potential business through all available booking channels.
- To optimise sales & profitability through an effective and efficient reservations process whilst enhancing relationships with existing clients.
- Manage site inspections in conjunction with the Sales team.
- Spend time in each function / event to ensure that the guests and organisers are well looked after and to support banqueting where needed.
- To ensure that function sheets are compiled accurately on a weekly basis and that any changes are recorded on change sheets and distributed to the relevant parties.
- Maintain close working relationships with all other departments in the Company; keeping them updated and involved in all details of upcoming functions and groups.
- Ensure you remain knowledgeable on all aspects relating to the hotel room configuration and banqueting operation and services available; menu options, beverage knowledge, wine lists, function room layout, hotel room layout etc.
- Inform other departments and follow up with regards to special instructions / requests.
- Preparing the daily change sheet and distributing accordingly. Performing daily banking duties.
- Preparing the weekly function run pack and distributing accordingly.
- Taking refunds, commission claims etc. to accounts daily.
- Printing of all menus, name place cards and door cards.
- Assisting clients with floor plans when required with the use of Visio.
- Qualifying group enquiries in the absence of the Sales Manager or Groups and Events Manager.
- To ensure that function sheets and Group file covers are compiled and distributed on a weekly basis and that any changes are recorded on change sheets and distributed to the relevant parties.
- In the absence of the manager, attend weekly Groups meetings to ensure sufficient follow up and information shared with Sales team.

**Required Qualifications, Skills & Experience**
- Diploma or degree from a reputable hotel school - preferred.
- 3-5 years Groups and Events experience, within a luxury environment -preferred.
- Previous junior sales and reservations experience - advantageous.
- Strong verbal and written communication skills.
- Excellent computer literacy.
- Excellent organisation and time management skills.


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