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Groups & Events Administrator

4 months ago

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

Groups & Events Administrator
(7013)

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 and Events Admin Support assists the G&E Coordinators and G&E Manager with admin requirements as per the below**:
**Duties and Responsibilities**
- Possess a comprehensive knowledge of the One&Only’s facilities and activities within the Hotel.
- **Sending GRC Reports from Opera in Excel format to the Revenue Team on a daily basis.**:

- **Formatting the Weekly Transaction Report and ensure it is sent to the Sales Team and specific F&B HOD’s.**:

- **Pulling the excel version of the GRC on a Friday morning, formatting it as shared workbook and sending it to team to populate with feedback ready for the weekly Commercial Meeting and the Monthly Groups Meeting.**:

- **Update follow up activities in Opera S&C.**:

- **Assisting G&E Manager with reports**:

- **LOST Reports**:

- **Provisional Reports**:

- **BQT forecast**:

- **Deposit Schedules**
- Putting together the cover page for the Function Pack for distribution on Wednesdays and ensuring that distribution goes out in a timely manner.
- Printing Function pack and BEO’s for Team for Thursday Function Pack Meeting.
- Adding in the details regarding the following days Groups and Events into the Daily One.
- Inserting groups and catering bookings into Opera when the G&E Coordinators are busy.
- Inserting groups and catering bookings into Opera turned away due to availability.
- Ensure function/ booking information is entered correctly into Opera including an enquiry note, basic rate proposed, and activity follow ups for future dates for the G&E Coordinators and Manager.
- Compiling the contracts from the templates on Opera on behalf of the G&E Coordinators and Manager.
- Assisting in the drafting of the Function Sheets for clients and for internal events and ensuring this is distributed to the Operational Departments giving them sufficient time to prepare.
- Ordering required halal and kosher catering as per client request.
- Ordering and collecting V&A Portswood Parking vouchers and going to V&A to collect the vouchers.
- Assisting with the billing and processing with accounts all the commission payments, refunds or credit card refunds.
- Entering rooming lists in Opera as requested by the team and ensuring all notes, special requirements, billing instructions and routing is completed.
- Ensure your client receives a pro forma invoice and that deposit payments are paid on due dates.
- Allocating deposits and payments to blocks and PM’s.
- Finalizing of all accounts relating to all functions and ensuring that daily billing is completed and all payments have been received.
- Processing supplier payments for parking, AV, decor and other suppliers.

**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.

Our brand is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, intuitive, generous, and spontaneous in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.