Events Coordinator (CPT)

ENVIRONMENT:

JOIN the Events team of a Tourism and Hospitality company providing luxury accommodation seeking your meticulous, creative & networking skills to be its next Events Coordinator where you will help drive sales and develop banqueting and events products. You will be involved in product development, sales & operational delivery of the event concept, assist in managing relationships with key external suppliers, review financial transactions to ensure that expenditures are authorized and budgeted while handling all bookings for special events. The ideal candidate will need a Degree in Hospitality Management or Public Relations with 2-3 years’ experience in a similar position including proven experience in event planning or event coordination in a corporate environment.

 

DUTIES:

Sales and Marketing -

• Product development, sales and operational delivery of the event concept.
• Assist in driving sales through launching of new product packages, opening key accounts and cross selling to maximize market share for the group.
• Monitor and increase sales of all facilities.
• Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.
• Oversee Activities - From the design of a new logo to outlets where company literature will be placed, sales and marketing coordinators have their hands on just about anything that relates to the image. They also play a role in deciding things such as which conventions sales staff should attend, where product samples should be distributed, or which incentive programs might best attract customers.
• Provide Reports- Management wants to see the results of various initiatives. Sales and marketing coordinators gather pertinent information and organize it into visual or written presentations.

Coordination -

• The events department is responsible for the coordination of –
• All event venue bookings including The Rotunda, Media Room, Boardroom, Conference Room, Tides, Sandy B and Loft.
• Handling all bookings for special events, including (but not limited) to Valentines, Mother’s Day, Father’s Day, Xmas, New Years.
  • Ensure all coordination, billing and event procedures are adhered to according to company procedures and policies.
  • Ensure all enquiries are responded to speedily, efficiently, correctly and in a professional manner.
  • Ensure all client requirements are met.
  • Ensure maximum occupancy of venues and sales.

Operations -

• Assist in managing relationships with key external suppliers.
• Develop close working relationships with key functions and internal suppliers within the group.
• Develop and manage relationships with PCO’s and key multi-national clients.
• Research and keep up-to-date with all banqueting equipment, methods and techniques.
• Assistance with operational and level stock control.
• Awareness of health and fire regulations regarding food preparation and serving and building maintenance in all banqueting facilities.
• Keep up-to-date with latest trends and implementation.
• Meticulous coordination of all details of events to client’s satisfaction.
• Perform operational shifts within the F&B outlets during high occupancy times within the hotel (according to operational requirements).
• Manage and ensure maintenance of operating equipment for the department.
• Prepare reports as required by the company.

Product Knowledge -

• Superior knowledge of all operations assets, venues, properties and details to ensure thorough sales and planning of events.
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Communications and Media - Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
• Transportation - Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
• Policies and Procedures - Ensure superior knowledge of all policies and procedures as below (but not limited to):
• Event and group contracts
• Booking terms & conditions – per product and venue
• Commission terms & conditions
• Special offer terms
• Quotation, invoicing and payment procedures

Guest relations -

• Adopt a “can do” attitude with regards to guest enquiries and ensuring this is implemented throughout the department.
• Ensure guest satisfaction at all times.
• Investigate and resolve complaints.
• Report department issues accordingly.

Financial -

• Ensure costs are kept to a minimum (whilst providing a satisfactory product).
• Awareness of all costs related to an event.
• Ensure staff costs are accurate.
• Review financial transactions to ensure that expenditures are authorized and budgeted.
• Ensure all accounts are charged and followed up accordingly.

Staff Management -

• Staff Management with regards to the set-up and operation of an event.

REQUIREMENTS:

Qualifications –

• Degree in Hospitality Management or Public Relations.

Experience/Skills –

• Minimum 2-3 years’ experience in a similar position.
• Proven experience in event planning or event coordination in a corporate environment.
• Planning and organization.
• Decision-making skills.
• Creative and Critical thinking.
• Written communication.
• Public speaking.
• Leadership skills.
• Time management.
• Networking skills.
• Good communication skills.

While we would really like to respond to every application, should you not be contacted for this position within 10 working days please consider your application unsuccessful.

 

COMMENTS:

When applying for jobs, ensure that you have the minimum job requirements. OnlySA Citizens will be considered for this role. If you are not in the mentioned location of any of the jobs, please note your relocation plans in all applications for jobs and correspondence. 

---