Event Co-ordinator

7 months ago

Camps Bay, South Africa Career Custodians Full time

Village N Life is a leading Tourism and Hospitality Management Company based in the beautiful Camps Bay.

If you thrive on a company culture that focuses on growing their employees through career advancement and excellent staff incentives, this is the company for you.

We are currently searching for an Events Co-Ordinator to join our dynamic team.

**Minimum Requirements**:

- Hotel Management / Events Management Qualification (advantageous)
- At least 2 years experience in the same or similar position
- Proven experience in event planning / co-ordination in a corporate environment

**Skills**:

- Planning and organising
- Decision-making skills
- Creative and Critical thinking
- Public Speaking
- Leadership skills
- Time Management
- Networking Skills
- Good communication skills

**Main requirements of the position**:
**Product Knowledge**:

- Superior knowledge of all operations assets, venues, properties and details to ensure thorough sales and planning of events
- Customer and personal service - knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
- Communications and Media - Knowledge of media production, communication and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral and social media
- Transportation - Knowledge of principles and methods for moving people or goods by air, rail, sea or road, including the relative costs and benefits
- Policies and procedures
- Event and group contracts
- Booking terms and conditions - per product and venue
- Commission terms and conditions
- Special offer terms
- Quotation, invoicing and payment procedures

**Sales and Marketing**
- Product development, sales and operational delivery of the event concept
- Assist in driving sales through launching new product packages, opening key accounts and cross selling to maximise market share for the group
- Monitor and increase sales of all facilities
- Knowledge of principles and methods for showing, promoting and selling products or services. This includes market strategy and tactics, product demonstration, sales techniques and sales control systems
- Oversee activities - from the design of a new logo to outlets where company literature will be placed, sales and marketing coordinators have their hands on just about anything that relates to the image. They should also play a role in deciding things such as which conventions sales staff should attend, where product samples should be distributed, or which incentive programs will attract the best customers
- Provide reports - Management wants to see the results of various initiatives. Sales and marketing co-ordinators gather pertinent information and organise it to visual or written presentations

**Co-ordination**
- The events department is responsible for the coordination of:

- All event venue bookings of all properties, including The Bay Hotel, The Camps Bay Retreat, Pezula Nature hotel and Spa, The Farmhouse Hotel and Harbour House Hotel
- Handling all bookings for special events, including, but not limited to, Valentines day, Mother's Day, Father's day, Christmas, New Years
- Ensure all coordination, billing and event procedures are adhered to according to company policies and procedures
- Ensure all queries are responded to speedily, efficiently, correctly and in a professional manner
- Ensure all client requirements are met
- Ensure maximum occupancy of venues and sales

**Operations**
- Assist in managing relationships with key external suppliers
- Develop close working relationships with key functions and internal suppliers within the group
- Develop and manage relationships with PCO's and key multi-national clients
- Research and keep up to date with all banqueting equipment, methods and techniques
- Assistance with operational and level stock control
- Awareness of health and fire regulations regarding food preparation and serving, and building maintenance in all banqueting facilities
- Keep up to date with the latest trends and implementation
- Meticulous coordination of all the details of events to client satisfaction
- Perform operational shifts within the F&B outlets during high occupancy times within the hotel (according to operational requirements)
- Manage and ensure maintenance of operating equipment for the department
- Prepare reports as required by the company

**Guest Relations**
- Adopting a 'can-do' attitude with regards to guest enquiries and ensuring this is implemented throughout the department
- Ensuring guest satisfaction at all times
- Investigate and resolve complaints
- Reporting of the department issues accordingly

**Financial**
- Ensure that costs are kept to a minimum (whilst providing a satisfactory product)
- Awareness of all the costs for the event
- Ensure staff costs are accurate
- Review financial transactions to ensure that

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