Groups Events Coordinator

Job Purpose

• The Groups & Events Coordinator is responsible for serving as the primary client contact for the successful planning, coordination, and delivery of all events and conferences across the business unit.
• The role aims to enhance the brand's reputation and position the property as the conferencing venue of choice by ensuring exceptional event execution and customer satisfaction.

Key Performance Areas

Group & Event Coordination

• Coordinate and sell logistical arrangements, including transportation, accommodation, and food and beverage requirements.
• Conduct site inspections with clients to showcase venues and facilities.
• Maintain an up-to-date understanding of available conferencing and event facilities and products.
• Attend pre-event meetings to understand client requirements.
• Recommend solutions aligned with client needs and coordinate with third-party suppliers for décor, flowers, entertainment, music, and other event requirements.
• Identify and maximize upselling opportunities.
• Include billing instructions on function sheets and monitor event-related expenses.
• Prepare and distribute function sheets to relevant departments and stakeholders.
• Maintain accurate records of all client correspondence to protect and promote the brand.
• Resolve client queries and issues in accordance with contractual agreements, escalating where necessary.

Event Delivery & Execution

• Compile detailed event running orders that accurately reflect customer requirements.
• Verify venue setup, including technical requirements such as lighting and sound.
• Ensure catering, décor, entertainment, and other event elements are aligned with client expectations.
• Coordinate required changes with operational departments at least one hour before event commencement.
• Log and follow up on maintenance and IT requests to resolve technical issues promptly.
• Communicate regularly with stakeholders regarding changes, challenges, and potential risks.
• Escalate unresolved issues when necessary.
• Update and distribute revised function sheets reflecting final event changes.
• Complete post-event administration, including event reports, attendance figures, and billing documentation.

Stakeholder Engagement

• Engage with clients to understand event requirements, opportunities, and challenges.
• Liaise with suppliers and contractors to secure event requirements while optimizing costs within budget.
• Collaborate with suppliers during the design and delivery of conferencing and event solutions.
• Coordinate with internal departments such as Food & Beverage, Security, Gaming, Banqueting, and Operations to ensure seamless event execution.

Participate in post-event evaluations with Events and Banqueting Management to review outcomes and identify improvement opportunities.

Job Requirements

Education

• Grade 12 (Matric).
• A 3-year Diploma in Hotel Management is preferred.

Experience

• 1-2 years' experience in a hotel environment.
• Experience in event management will be advantageous.

Skills and Knowledge

• Event Planning and Coordination.
• Event Management.
• Strong verbal and written communication skills in English.
• Business acumen.
• Networking and relationship-building skills.
• Financial awareness.
• Emotional resilience and the ability to perform effectively under pressure.
• Proficient computer skills, including MS Office and Opera.
• Professionalism and customer-service orientation.