Group & Amp;Events Coordintaor (Pretoria) at Sun International

Job purpose

• 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

Co-ordinated Groups & Events

• Co-ordinate & sell logistical arrangements as per event itinerary i.e transport, accommodation, food & beverage with relevant stakeholders and departments across the business unit
• Conduct site inspections with client’s with regards venues and facilities
• 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
• Include billing instructions for the event on the function sheets, and track expenses
• Compile function sheets and distribute to relevant stakeholders and departments
• 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 Groups & 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 operationsl 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, arena attendance figures and billing

Stakeholder 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

Requirements

Minimum qualification

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

Minimum job-related experience

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

Skills and knowledge

• Dealing with customers
• Conflict handling
• Planning and implementing
• Collecting information (including listening, asking questions)
• Problem-solving
• Clerical administrative functions
• Reviewing / evaluating (feasibility / compliance / alternatives/ etc)
• Liaising and co-operating with other teams
• Public Relations / Developing relationships
• Selling skills
• Assertiveness