Events Coordinator

SCOPE

To liaise with all clients, ascertaining their requirements and co-coordinating these needs to ensure the successful execution of the function.

KEY PERFORMANCE AREAS:

• · To discuss the function with a client, ascertaining and noting his exact needs.
• · To show the client the various facilities available, advising and discussing the merits of the various options.
• · To advise and discuss the choice of menus.
• · To advise and discuss alcoholic and non-alcoholic beverage requirements.
• · To advise and discuss table plans.
• · To ascertain what entertainment, if any, is required.
• · To ascertain what table appointments, e.g. flowers, are required.
• · To confirm the availability of the facilities required.
• · To monitor and control provisional and confirmed function bookings and ensure that no double bookings occur.
• · To confirm all details in writing to the guest.
• · To up-date status board and advise all departments once confirmation of the function is received, normally under the banqueting manager's signature.
• · To assist the Restaurant managers during the function.
• · To be constantly aware of new business opportunities and action these.
• · To be available to conference organisers at all times during a conference.
• · To ensure the cleanliness of all conference and function rooms.
• · To ensure that all necessary stationery requirements are in place.
• · To ensure that all the equipment requested is in position and in working order, particularly audio & video systems.
• · To ensure that water jugs, glasses and refreshments are replenished at regular intervals.
• · To ensure that the requested refreshments are served timeously.
• · To ensure that weekly handover meetings are held with the Executive Chef, Food and Beverage management.
• · To ensure that a proper billing procedure is followed, and that outstanding payment are recovered within the times stipulated in the contracts.
• · To keep in touch with past and existing customers, thus maximising sales opportunities.
• · To have info available for budgets
• · To work effectively with forecasts identifying low periods and recommending sales actions etc.
• · To liaise with accommodation sales for opportunities and or overlaps
• · To maintain contact and data exchange with colleagues and competitors, these would include pricing and occupancy/usage levels.
• · To at all times ensure the highest standard when it comes to correspondence as far as timing, but also overall presentation is concerned.

Experience:

• · A minimum of 2 -3 years’ experience in a similar position
• · Cape Town Based
• · A proven track record with references and computer skills are essential.
• Matric essential

Pay: R11 000,00 - R12 500,00 per month

Work Location: In person