G&E Administrator at One&Only Resorts

Job Summary

• The Groups & Events Admin Support provides comprehensive administrative and operational support to the Groups & Events Coordinators and Groups & Events Manager, ensuring the effective coordination and smooth execution of group bookings, meetings, conferences, weddings, social events and other functions. The position plays an important role in maintaining accurate booking information, supporting the team with reporting and administration, and ensuring that all event requirements are communicated to the relevant departments in a timely and professional manner.
• The role requires a comprehensive knowledge of the One&Only’s facilities, outlets, services and activities in order to effectively support the Groups & Events team and provide accurate information when required.
• The position is responsible for preparing, formatting and distributing daily and weekly reports, including GRC reports from Opera, Weekly Transaction Reports, Lost Business Reports, Provisional Reports, BQT Forecasts and Deposit Schedules. The position also supports the preparation of information for weekly Commercial Meetings and monthly Groups Meetings by extracting, formatting and maintaining relevant reports and shared workbooks, ensuring that all required feedback is captured and up to date.
• The Groups & Events Admin Support is responsible for maintaining accurate and current information within Opera Sales & Catering, including updating follow-up activities, entering new group and catering enquiries, capturing bookings that have been turned away due to availability, and ensuring that all relevant booking information is recorded correctly.
• This includes enquiry notes, proposed rates, activity follow-ups, special requirements and future actions required by the Groups & Events Coordinators and Manager.
• The role also assists with entering rooming lists and ensuring that all guest notes, special requirements, billing instructions and routing are correctly captured.
• A key responsibility is the preparation and coordination of function documentation. This includes compiling contracts from approved Opera templates, assisting with the preparation of function sheets for clients and internal events, preparing function pack cover pages, printing function packs and BEOs, and ensuring that all documentation is distributed to the relevant operational departments within the required timelines.
• The position assists in preparing the Daily One with information relating to upcoming groups and events, ensuring that operational teams have sufficient information and preparation time to deliver a seamless guest and event experience.
• The role also provides administrative support with client and event requirements, including arranging halal and kosher catering upon request, coordinating parking vouchers from the V&A Waterfront, and assisting with additional event-related requirements. The position works closely with internal departments and external suppliers to ensure that all arrangements are confirmed, accurately documented and completed according to client requirements.
• The Groups & Events Admin Support also assists with the financial administration of events by preparing pro forma invoices, monitoring deposit requirements and payment deadlines, allocating deposits and payments to the relevant blocks and PM accounts, and following up on outstanding payments. The role supports the billing process by ensuring that all function accounts are accurately maintained, daily billing is completed, payments are received and accounts are finalised within the required timelines. This includes assisting Accounts with commission payments, refunds, credit card refunds and other financial adjustments, as well as processing supplier payments for parking, audio-visual services, décor and other event-related suppliers.
• The position requires a high level of organisation, accuracy, attention to detail and confidentiality, as well as the ability to manage multiple priorities and deadlines in a fast-paced luxury hospitality environment. The role works closely with the Groups & Events team, Revenue, Sales, Finance, Food & Beverage and other operational departments to ensure that all group and event requirements are accurately captured, communicated and executed.
• The ultimate objective is to provide reliable administrative support that enables the Groups & Events team to deliver seamless, personalised and exceptional experiences for clients and guests while ensuring that all operational and financial processes are completed accurately and efficiently.

Skills, Competencies and Requirements

• Diploma or Qualification in Hospitality Management
• Good communication, interpersonal and customer service skills.
• Ensuring compliance with hygiene and health and safety legislation/guidelines.
• Sense of urgency, attention to detail and a can do attitude