Groups & Events Coordinator - N/A09722
Code/Reference:
N/A09722
Applications accepted until:
2019-08-26
Number of Openings
1

Unit:

The Table Bay

Location:

Cape Town

Job Purpose

The Groups & Events Co-ordinator will be responsible to be the primary client contact for the successful planning, co-ordination and delivery of all groups, 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 group or conferencing venue of choice.

Education

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

Experience:

  • 1 €“ 2 years€™ experience in a hotel environment
  • Experience in event management an advantage

Skills and Knowledge

  • Ability to work shifts that meet operational requirements

 

  • Dealing with customers
  • Conflict handling
  • Planning and implementing
  • Collecting information (including listening, asking questions)
  • Problem-solving
  • Clerical administrative functions
  • Liaising and co-operating with other teams
  • Selling skills
  • Assertiveness
  • Events Planning & Co-ordination
  • Strong English Verbal & Written Communication skills
  • Business Acumen
  • Networking skills
  • Financial awareness
  • Emotional resilience and ability to handle pressure
  • Proficient Computer Skills (MS Office / Opera)

Key Performance Areas:

  • 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 group and/or events and conferencing
  • Attend pre-event meetings and work with client to understand their group and/or 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 group and/or event
  • Include billing instructions for the event on the function sheets, and track expenses
  • Compile rooming list and 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
  • Compile the group arrival and departure schedules and/or running order schedule to accurately reflect customer requirements
  • Ensure correct room types have been booked per client requirements
  • Ensure VIP€™s are correctly allocated and flagged to all stakeholders
  • Ensure FOC rooms are allocate to qualifying groups per STO FOC policy
  • Check that the venue set up meets customer requirements
  • Check the set-up requirements for entertainment, catering, décor, etc. in line with customer requirements and facilitate any necessary changes with relevant operational stakeholders (e.g. F&B, Banqueting, 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 group and/or event billing.
  • Communicate with clients to understand their needs, event opportunities, as well as any challenges encountered during the planning and co-ordination of the group and/or event
  • Communicate with suppliers / contractors with regards to requirements for specific group and/or events / conferencing, leveraging relationships to optimise the group and/or event within the set budget
  • Partner with suppliers in design and delivery of the conferencing / event requirements

Equity:

Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.