Event And Conferencing Manager - Protea Hotel Cape Town Waterfront Breakwater Lodge at Protea Hotels

JOB SUMMARY

• This position is responsible for both event planning and the daily execution of all banquet functions including overall quality, set-up, cleanliness and service. Prepares event documentation and coordinates with Sales, property departments, and clients to ensure consistent, high-level service throughout pre-event, event and post-event phases. Recognizes opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events. Monitors the daily performance of the banquet service staff. 

CANDIDATE PROFILE 

Education and Experience 

• High school diploma or GED; 4 years’ experience in Food Service Management, Hotel and Restaurant Management, Hospitality, Business Administration, or related professional area.

OR

• 2-year degree from an accredited university in Hospitality, Business Administration, or related major; 2 years’ experience in Food Service Management, Hotel and Restaurant Management, Hospitality, or related professional area.

CORE WORK ACTIVITIES 

Managing Event Logistics and Operations (Planning)

• Conducts formal pre- and post-event meetings as required to review/communicate group needs and feedback.
• Verifies that events progress seamlessly by following established procedures, collaborating with other employees, and confirming accuracy.
• Promptly greets client during the event phase, executes the event and/or hands-off to the Event Operations team for the execution of details (as appropriate).
• Adheres to all standards, policies, and procedures.
• Verifies billing accuracy and conducts bill reviews with the clients prior to processing the final bill.
• Identifies operational challenges associated with assigned group and determines how to best work with the property staff and customer to solve these challenges and develop alternative solutions.
• Applies knowledge of all laws, as they relate to an event.
• Acts as liaison between field sales person and customer throughout the event process (pre-event, event, post-event).
• Participates in customer site inspections and assists with the sales process as necessary.
• Solicits feedback from the property departments to identify areas for improvement to enhance the Event Planner’s experience.
• Monitors guest deposits, room blocks, rooming list, cutoff dates, waitlist, overflow accommodations, and rooming requests (as applicable).
• Performs other duties as assigned to meet business needs. 

Managing Banquet Services 

• Monitors the daily execution of all banquet functions including overall quality, set-up, cleanliness and service. 
• Identifies any maintenance issues and schedule appropriate repair or cleaning. 
• Provides support to Banquet staff during the planning, set-up and service of each assigned function
• Meets with clients prior to event to review all special requirements and expectations and provides introduction to the assigned Banquet contact.
• Coordinates with the culinary and stewarding teams to determine function timing, service equipment requirements and menu selections.
• Assists in creating or creates room diagrams for all events including food and beverage service.
• Inventories all equipment and supplies as directed by the Banquet Manager.
• Performs Banquet Management duties in the absence of a Banquet Manager.

Audio Visual Services

• Services all audio visual needs of events.
• Executes the administrative processes associated with event technology operations.
• Ensures equipment is recovered from events and properly secured.

Monitoring Processes and Procedures 

• Assists Banquet Management in verifying that all policies and procedures are maintained and enforced. 
• Schedules all banquet services employees according to established service guidelines.
• Inspects all banquet events to verify proper set-up according to layout plans and client expectations.

Supporting and Coordinating with the Sales and Marketing Function

• Assists in the sales process and revenue forecasting for customer groups. 
• Up-sells products and services throughout the event process.
• Forecasts group sleeping rooms and event revenue (catering and audio visual) for his/her groups.

MANAGEMENT COMPETENCIES 

Leadership

• Adaptability - Determines how change impacts self and others; displays flexibility in adjusting priorities; and communicates both the reasons for change and how it impacts the workplace. 
• Communication - Customizes approach to conveying complex information and ideas to others in a convincing and engaging manner; appropriately interprets verbal and non-verbal behavior; and models active listening to ensure understanding.
• Problem Solving and Decision Making - Models and coaches others on breaking complex issues into manageable parts, identifying and evaluating alternatives and their implications before making decisions, and involving and gaining agreement from others when making key decisions.
• Professional Demeanor - Exhibits behavioral styles that convey confidence and command respect from others; makes a good first impression and represents the company in alignment with its values.

Managing Execution

• Building and Contributing to Teams - Leads and participates as a member of a team to move the team toward the completion of common goals while fostering cohesion and collaboration among team members.
• Driving for Results - Sets high standards of performance for self and/or others; assumes responsibility for work objectives; initiates, focuses, and monitors the efforts of self and/or others toward the accomplishment goals; proactively takes action and goes beyond what is required.
• Planning and Organizing - Gathers information and resources required to set a plan of action for self and/or others; prioritizes and arranges work requirements for self and/or others to accomplish goals and ensure work is completed.

Building Relationships

• Coworker Relationships - Interacts with others in a way that builds openness, trust, and confidence in the pursuit of organizational goals and lasting relationships. 
• Customer Relationships - Develops and sustains relationships based on an understanding of customer needs and actions consistent with the company’s service standards.
• Global Mindset - Supports employees and business partners with diverse styles, abilities, motivations, and/or cultural perspectives; utilizes differences to drive innovation, engagement and enhance business results; and ensures employees are given the opportunity to contribute to their full potential.

Generating Talent and Organizational Capability

• Organizational Capability - Evaluates and adapts the structure of team assignments and work processes to best fit the needs and/or support the goals of an organizational unit.
• Talent Management - Provides guidance and feedback to help individuals develop and strengthen skills and abilities needed to accomplish work objectives.

Learning and Applying Professional Expertise

• Applied Learning - Seeks and makes the most of learning opportunities to improve performance of self and/or others.
• Business Acumen - Understands and utilizes business information to manage everyday operations and generate innovative solutions to approach team, business, and administrative challenges.
• Technical Acumen - Understands and utilizes professional skills and knowledge in a specific functional area to conduct.
• Event Planning - The ability to connect with customers, detail events, upsell products and services, manage multiple customers at a given time, be detailed orientated, understand and have a working knowledge of catering and event management systems. 
• General Event Management – The ability to have a working knowledge, understanding of polices, procedures and standards of the event management department to include, event planning, event operations and event technology for different types of events.
• Banquets – Have a working knowledge of service standards, procedures and techniques for executing banquet event orders to include banquet /meeting room set up and strike, banquet design, and banquet beverage set-up and controls.
• Event Services - Have a working knowledge of standards and procedures for proper meeting room and table set-ups, various meeting room and table configurations and the set-up of staging and dance flooring.

Basic Competencies - Fundamental competencies required for accomplishing basic work activities.

• Basic Computer Skills - Uses basic computer hardware and software (e.g., personal computers, word processing software, Internet browsers, etc.).
• Mathematical Reasoning - Demonstrates ability to add, subtract, multiply, or divide quickly, correctly, and in a way that allows one to solve work-related issues.
• Oral Comprehension - Demonstrates ability to listen to and understand information and ideas presented through spoken words and sentences.
• Reading Comprehension - Demonstrates understanding of written sentences and paragraphs in work-related documents.
• Writing - Communicates effectively in writing as appropriate for the needs of the audience.