Event Planning Executive - Convention Square at Marriott International

POSITION SUMMARY  

Reporting to the Director of Events Planning, the successful incumbent will respond to client enquiries regarding group accommodation, conferences and exhibitions inclusive of telephonic and email enquiries as well as provide and maintain the quality and standards of the Westin Cape Town within a pressurized environment and in accordance with Marriott International Hotels Policies and Procedures.

What We offer:

• Market related salary
• Learning and development opportunities through online platforms, on the job trainings and classroom-based courses
• Discounts on hotel rooms, food and beverage and spa in Marriott International portfolio
• Wellbeing activities and sustainability initiatives through the Take Care and 360° programs
• On Property Café
• Medical Aid Company 
• Provident Fund Company Benefits 
• Associate Uniform and Laundry service thereof
• Employee Well-being Programme

Required Experience & Qualifications:

• A recognised qualification in Event Management / Hotel Management preferable
• Minimum two years’ group booking and eventing experience
• Extensive reservations/banqueting sales experience
• Professional telephone, communication and email etiquette 
• People centric with a strong focus on the Guest experience 
• Ability to work within a pressurized environment
• Ability to work within a pressurized environment 
• Extensive working knowledge of Fidelio Opera/ Sales & Catering
• Professional and pleasant disposition 
• Strong leadership and interpersonal skills essential
• Strong planning and organizing skills to meet deadlines with regards to operational requirements essential 
• Strong and effective communication, problem solving and decision making skills at all levels essential
• Opera systems knowledge
• Ability to use Initiative and be proactive and self-motivated
• Proficient in Microsoft Office Package
• Ability to use Initiative and be proactive and self-driven
• Ability to work without supervision and within a team
• Attention to detail pertaining to area of responsibility
• Required to work as per operational requirements

Key Responsibilities:

• Complete all daily duties as set out in departmental duties and requirements.
• Perform and administrative function pertaining to sourcing quotations, contracts / pro forma invoices and ensure that confirmation and deposits are received according to contract specifications and liaising with independent suppliers when necessary based on the client’s requirements inclusive of technical companies, translation facilities, décor companies, entertainment, exhibition stand builders etc. 
• Liaise directly with relevant departments within the hotel to obtain rates and to ensure that all parties are aware of forthcoming events.
• Ensure that all quotations are followed up on a regular basis in order to ensure maximum usage of the conference facilities.
• Liaise with the client and attend on site meetings in order to discuss the events.
• Compile function sheets for distribution and ensure relevant details are obtained from the client advising and assisting them if necessary.
• Participate in meetings with the operations team to discuss the forthcoming events to ensure a smooth handover.
• Attend to any queries from the client during the event should the operations team require assistance. 
• Follow up post conference to ensure customer satisfaction.
• Liaise with relevant departments pertaining to function accounts and ensure that the client is in receipt of necessary documentation.
• Conduct telemarketing to follow up on new business / current clients.
• Posting & reconciling of charges related to the group/event and ensure accounts are closed timeously. Commission & Bonvoy point administration