Events Co-Ordinator at Sun International

Job Purpose

The Events Co-ordinator will be responsible to be the primary client contact for the successful planning, co-ordination and delivery of all events and conferencing across the business unit property with the objectives of creating a public image and the reputation of the business unit’s brand as the conferencing venue of choice

Education

• Grade 12
• 3 year Diploma in Hotel Management is preferred 

Experience

• 1 – 2 years experience in a hotel environment
• Experience in event management an advantage

Skills and Knowledge

• Sun International Business Unit's Product knowledge
• Events Planning & Co-ordination
• Strong English Verbal & Written Communication skills
• Business Acumen
• Networking skills
• Proficient Computer Skills (MS Office / Opera)
• Professionalism
• Banqueting / Conferencing set-ups
• Selling and upselling skills
• Presentable
• Assertive
• Financial awareness
• Emotional resilience and ability to handle pressure

Key Performance Areas

Co-ordinated  Events Planning

• Have an up-to-date understanding of facilities and products available for events and conferencing
• Attend pre-event meetings and work with client to understand their event and conferencing requirements
• Offer solutions in line with client requirements and facilitate requirements with third party suppliers including menus, décor, flowers, set-up, music, etc. where required
• Use any opportunities to upsell on the event
• Co-ordinate the logistical arrangements as per event itinerary i.e transport, accommodation, food & beverage with relevant stakeholders and departments across the business unit in line with conferencing customer expectations
• Update the system with customer requirements for communication with various stakeholders
• Compile function sheets and distribute to relevant stakeholders and departments
• Include billing instructions for the event on the function sheets, and track expenses
• Record all correspondence from a company perspective to ensure brand is maintained
• Resolve any problems and queries in accordance with contract stipulations, and escalate when required

Delivered Events

• Compile the running order schedule to accurately reflect customer requirements
• Check that the venue set up meets technical (lighting, sound) and customer requirements
• Check the set-up requirements for entertainment, catering, décor, etc. in line with customer requirements and facilitate any necessary changes with relevant operational stakeholders (e.g. F&B, Banqueting, Entertainment, etc) at least 1 hour prior to start of event.
• Log calls with maintenance or IT to ensure resolution of any technical faults
• Communicate regularly with relevant stakeholders and relevant departments with regards potential problems, challenges and changes
• Escalate any issues / challenges being experienced
• Update any final amendments to function sheets and ensure the distribution to all event stakeholders
• Complete post event administration including: event information documents, attendance figures and billing.

Stakehoder Engagement 

• Communicate with clients to understand their needs, event opportunities, as well as any challenges encountered during the planning and co-ordination of the event
• Communicate with suppliers / contractors with regards requirements for specific events / conferencing, leveraging relationships to optimise the event within the set budget
• Partner with suppliers in design and delivery of the conferencing / event requirements
• Liaise with multiple departments in the co-ordination and execution of conferencing and events including F&B, security, gaming, etc.
• Liaise with events and banqueting management to evaluate the post-mortem of the event.
• Support events manager in the planning and execution of the event

Delivered Customer Experience

• Ensures that clients and guests are treated with courtesy and respect at all times
• Interact with clients and guests and provide professional service standards and solutions
• Handle any complaints, disputes and suggestions, escalating any issues as required
• Engage with customers and provide a customer experience that will support brand loyalty ensuring SI as the brand of choice
• Attends events or functions, and support colleagues when necessary
• Keep knowledge up to date with available products, promotions (including promotion information, functions, facilities, etc.) and packages available

Closing Date: 12th, July 2022