Groups and Events Administrator at Belmond Mount Nelson Hotel

We are looking for a Groups and Events Administrator to provide an administrative support structure to the Groups & Events team.

• Preparing event quotes and following up on quotations sent and if provisional bookings need to be made, inserting into Sales & Catering with correct estimations.
• Assisting with inserting rooming lists when required
• Assisting with writing group welcome cards for arrival guests in calligraphy with neat hand writing
• Quote and contract smaller potential event business through all available booking channels.
• Answer event enquiry calls in a pleasant and courteous manner, in accordance to LQA standards.
• Ensure all relevant event information is communicated in a timely fashion.
• Manage event site inspections in conjunction with the Sales team.
• Spend time in each function / event to ensure that the guests and organisers are well looked after and to support banqueting where needed.
• Preparing and ensuring all small event bookings are accurate and in accordance with Company policies and procedures.
• Ensure the accurate and timeous invoicing and that payment is received.
• To ensure that function sheets are compiled accurately on a weekly basis and that any changes are recorded on change sheets and distributed to the relevant parties.
• Preparing the daily change sheet and distributing accordingly.
• Preparing the weekly function run pack and distributing accordingly.
• Taking refunds, commission claims etc. to accounts daily.
• Printing of all menus, name place cards and door cards.
• To actively participate in cost savings exercises applicable to your working area.
• Assisting clients with floor plans when required with the use of Visrez
• To ensure that all details pertaining to Event functions e.g client files, contract and confirmation letters are accurate, recorded and relevant parties are kept up to date as required.

Follow up daily on PM's and accounts outstanding.

Requirements

• Diploma or Degree from a reputable hotel school – preferred
• 1-3 years Groups/Events/Conferencing Experience within a luxury environment -preferred
• Previous junior sales and reservations experience - advantageous
• Strong verbal and written communication skills
• Strong administrative skills
• Computer literacy
• Team & Goal Orientated

Benefits

• Competitive basic salary
• Medical aid & pension fund benefit
• Internal Belmond discounts
• Loyalty and recognition rewards programme
• Employee Assistance Programme
• On going Learning and Development opportunities
• Regular community, social and staff welfare events