Group &Events Coordintaor

15 hours ago

Pretoria, Gauteng, South Africa Sun International Full time R250 000 - R400 000 per year

Job purpose

Responsible to be the primary client contact for the successful planning, co-ordination and delivery of all events and conferencing across the business unit property with the objectives of creating a public image and the reputation of the business unit's brand as the conferencing venue of choice

Co-ordinated Groups & Events

  • Co-ordinate & sell logistical arrangements as per event itinerary i.e transport, accommodation, food & beverage with relevant stakeholders and departments across the business unit
  • Conduct site inspections with client's with regards venues and facilities
  • Have an up-to-date understanding of facilities and products available for events and conferencing
  • Attend pre-event meetings and work with client to understand their event and conferencing requirements
  • Offer solutions in line with client requirements and facilitate requirements with third party suppliers including menus, décor, flowers, set-up, music, etc. where required
  • Use any opportunities to upsell on the event
  • Include billing instructions for the event on the function sheets, and track expenses
  • Compile function sheets and distribute to relevant stakeholders and departments
  • Record all correspondence from a company perspective to ensure brand is maintained
  • Resolve any problems and queries in accordance with contract stipulations, and escalate when required

Delivered Groups & Events

  • Compile the running order schedule to accurately reflect customer requirements
  • Check that the venue set up meets technical (lighting, sound) and customer requirements
  • Check the set-up requirements for entertainment, catering, décor, etc. in line with customer requirements and facilitate any necessary changes with relevant operationsl stakeholders (e.g. F&B, Banqueting, Entertainment, etc) at least 1 hour prior to start of event.
  • Log calls with maintenance or IT to ensure resolution of any technical faults
  • Communicate regularly with relevant stakeholders and relevant departments with regards potential problems, challenges and changes
  • Escalate any issues / challenges being experienced
  • Update any final amendments to function sheets and ensure the distribution to all event stakeholders
  • Complete post event administration including: event information documents, arena attendance figures and billing

Stakeholder Engagement

  • Communicate with clients to understand their needs, event opportunities, as well as any challenges encountered during the planning and co-ordination of the event
  • Communicate with suppliers / contractors with regards requirements for specific events / conferencing, leveraging relationships to optimise the event within the set budget
  • Partner with suppliers in design and delivery of the conferencing / event requirements
  • Liaise with multiple departments in the co-ordination and execution of conferencing and events including F&B, security, gaming, etc.
  • Liaise with events and banqueting management to evaluate the post-mortem of the event

Minimum qualification

  • Grade 12
  • 3 year Diploma in Hotel Management is preferred

Minimum job-related experience

  • 1 – 2 years experience in a hotel environment
  • Experience in event management an advantage

Skills and knowledge

  • Dealing with customers
  • Conflict handling
  • Planning and implementing
  • Collecting information (including listening, asking questions)
  • Problem-solving
  • Clerical administrative functions
  • Reviewing / evaluating (feasibility / compliance / alternatives/ etc)
  • Liaising and co-operating with other teams
  • Public Relations / Developing relationships
  • Selling skills
  • Assertiveness

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