Groups & Events Coordinator

**Job Number** 22143714

**Job Category** Reservations

**Location** AC Hotel Cape Town Waterfront, Dockrail Road Foreshore, Cape Town, The Western Cape, South Africa VIEW ON MAP

**Schedule** Full-Time

**Located Remotely?** N

**Relocation?** N

**Position Type** Non-Management

**Summary**:
Process all reservation and conferencing requests, changes, and cancellations received by phone, fax, or mail. Identify guest reservation needs, determine appropriate room type, and verify availability of room type and rate. Explain guarantee, special rate, and cancellation policies to callers. Accommodate and document special requests. Answer questions about property facilities/services and room accommodations. Follow sales techniques to maximize revenue. Communicate information regarding designated VIP reservations. Input and access data in reservation system. Respond to any challenges found for accommodating rooming requests by communicating with appropriate individual or department. Oversee accuracy of room blocks and reservations. Input group rooming lists using reservation systems, revise room blocks to maintain the required number of available rooms and keep organized files of all groups. Set-up proper billing accounts according to Accounting policies. Contact appropriate individual or department (e.g., Sales, F&B, Accounting) as necessary to resolve guest calls, requests, or problems. Use sales techniques that maximize revenue while maintaining existing guest loyalty to Marriott, including up-selling.

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets. Welcome and acknowledge all guests according to company standards; anticipate and address guests’ service needs; assist individuals with disabilities; thank guests with genuine appreciation. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Comply with quality assurance expectations and standards. Read and visually verify information in a variety of formats. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Management.

**Key Duties and responsibilities**:

- Perform an administrative function pertaining to sending of quotations, contracts / pro forma invoices and ensure that confirmation and deposits are received according to contract specifications.
- Ensure that all quotations are followed up on a regular basis in order to ensure maximum utilization of the hotel rooms and conference facilities.
- Liaise with the client and attend on site meetings in order to discuss the events.
- Compile function sheets and group resumes for distribution and ensure relevant details are obtained from the client while advising and assisting them if necessary.
- Participate in meetings with the operations team to discuss the forthcoming events to ensure a smooth handover.
- Attend to any queries from the client during the event should the operations team require assistance.
- Follow up post conference to ensure customer satisfaction.
- Liaise with relevant departments pertaining to function accounts and ensure that the client is in receipt of necessary documentation.
- Conduct telemarketing to follow up on new business / current clients.

**Minimum skills, experience and requirements**:

- Matric or equivalent
- A recognised qualification in Event Management / Hotel Management would be advantageous1-2 years group booking and/or event experience
- Extensive working knowledge of Fidelio Opera/ Sales & Catering, Microsoft outlook, word and excel
- Ability to work without supervision and within a team
- Strong and effective planning and organizing skills to ensure operational efficiencies and effectiveness
- Strong interpersonal, communication (written and verbal) and relationship building skills
- Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law._
- At AC Hotels, we believe attention to detail is the greatest form of generosity we can offer. Whether it’s the artful pour of a drink or the elegant line of a chaise, AC Hotels believes that if we have time to make it, we have time to make it beautiful. Our guests recognize and appreciate the edited beauty of AC Hotels. They feel connected to us through a shared concern for details. They enjoy feeling a part of our small, discrete, global tribe. In fact, the fe