Groups and Events Administrator at Belmond Mount Nelson Hotel

Primary Responsibilities Include:

• To 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

 What You Bring:

• 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