Conference Services Coordinator at Fairmont Hotels & Resort

Job description

The Conference Services Coordinator is responsible to support and assist the Sales Managers in their daily functions as well as to ensure the efficient functioning of the sales office.

Hotel Overview

On KwaZulu-Natal’s Dolphin Coast, under an abundant forest canopy, you will find Zimbali - Zulu for “valley of flowers.” A sanctuary unlike any other in South Africa, this charming and unspoiled region is a nature lover’s wonderland. Dappled shadows from the lush vegetation and cool breezes from the Indian Ocean leave their mark on your soul. Endless beaches and clear skies invite you to relax and dream. Within this subtropical paradise, set within the serene confines of a coastal forest reserve, you will find the highest expression of exclusive hospitality: Fairmont Zimbali Lodge and Fairmont Zimbali Resort.

Summary Of Responsibilities

Reporting to the Conference Service Manager, responsibilities and essential job functions include but are not limited to the following:

• Consistently offer professional, friendly and engaging service.
• Book and enter room reservation requests using the Property Management System.
• Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions.
• Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
• Confer with staff at a chosen event site to coordinate details.
• Conduct post-event evaluations to determine how future events could be improved.
• Maintain records of event aspects, including financial details.
• Evaluate and select providers of services according to customer requirements.
• Inspect event facilities to ensure that they conform to customer requirements.
• Review event bills for accuracy, and approve payment.
• Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers.
• Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.
• Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries.
• Plan and develop programs, agendas, budgets, and services according to customer requirements.
• Design and implement efforts to publicize events and promote sponsorships.
• Organize registration of event participants.
• Promote conference, convention and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications.
• Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends.

Qualifications

• Previous experience is an asset
• Working knowledge of Sales & Catering, MS Word, Property Manager and Excel.
• Strong knowledge of F & B Operations and Banquet Services is required.
• Proven ability to plan and organize events effectively, with an acute sense on detail.
• Ability to manage several tasks simultaneously using strong time management and prioritization skills.
• Ability to make high quality guest decisions and to perform under pressure.
• Professional appearance and demeanor.
• Excellent communication and interpersonal skills, both written and verbal.
• Must be able to work independently and maintain a positive attitude within a very busy environment.
• Hospitality diploma or degree an asset.

Physical Aspects of Position (include but are not limited to):

• Constant standing and walking throughout shift
• Visa Requirements: Must be legally eligible to work in South Africa

Benefits

Our people are the most critical component of our long-term success and their health and wellbeing are our priority. You will enjoy a comprehensive, locally competitive benefits package.

Dell is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Dell are based on business needs, job requirements and individual qualifications, without regard to race, colour, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Dell will not tolerate discrimination or harassment based on any of these characteristics.