Groups and Events Manager (14007) at One&Only Resorts

The Groups & Events Manager is required to:

• Attend Morning Meetings to report on daily Groups and Events.
• Check Groups & Events box and allocate enquiries accordingly to the relevant Coordinators.
• Ensure that all important emails in the Groups & Events Box are distributed to the relevant parties and that all useful information (i.e. Supplier emails are stored in the relevant folder for future use)
• Attend Revenue Meetings and ensure up to date feedback is produced for all tentative and prospect bookings.
• Generate from Opera a monthly Booking Review of all bookings in the system and ensure bookings are refreshed.
• Go through Cvent and assign enquiries to the relevant G&E account managers.
• Assign PM Numbers to the events of the day and check in the block. Then distribute the information to banqueting.
• Run monthly Banqueting Forecast Reports ensuring data in Opera is entered correctly.
• Ensure weekly checks on deposits due and activities in Opera are up to date.
• Represent Groups & Events in the Credit Meetings or PM Update Meetings adhering to corporate global finance requirements.
• Ensure adequate records are kept for lost bookings and produce and analyse reports when required.
• Produce and review conversion percentages of the groups and event enquiries.
• Check all contracts and ensure contract match reservations in the booking systems.
• Constantly review contracts to ensure they are in line with corporate governance, audit requirements and market conditions.
• Review processes and ensure SOP’s are produced and adhered to.
• Maximize on revenues by assisting in developing and refreshing banqueting and meetings offering.
• Ensure team reach budget and that groups rates are quoted as per strategy to maximize on Revenue.
• Ensure tracking is in place for all denials/regrets generated locally, for all lead sources

Ensuring Key Duties and Responsibilities for the department are met with the below:

• Represent One&Only Cape Town Hotel in a sales capacity during property site inspections and educational visits
• for travel agents, clients, individual guests, conference groups, incentive groups etc.
• Ensure that team respond to email and telephonic enquiries within 24 hours ensuring that the client receives a tailored proposal to suit their needs which includes value adds and indications of group and event discounts.
• Ensure function/ booking information is entered correctly into Opera including an enquiry note, basic rate proposed, and activity follow ups for future dates.
• Check venue and rooms availability in Opera prior to confirming to the client.
• Conduct show rounds for events and groups ensuring all departments and management are aware of VIP show rounds for large groups and that arrangements are made to ‘wow’ the clients.
• Possess a comprehensive knowledge of the One&Only’s facilities and activities within the Hotel.
• Negotiate the contractual terms and ensure all written communication is presented professionally with no errors and attention to branding details such as font etc.
• Meet with client to ensure that all aspects of the event or group are discussed to ensure that the operational teams are fully aware of the client’s requirements and expectations.
• Manage client to ensure that the client is aware of time lines with regards to menu decisions, deposit schedules, room attrition dates etc.
• Kerzner business use
• Drafting of the Group Resume and or Function Sheets showing every aspect of the booking from arrival to departure and distributing this to the Operational Department giving them sufficient time to prepare.
• Conduct pre con meetings before group arrival ensuring all required department HOD’s are present and that they are aware of their department’s individual responsibilities.
• Ensure your client receives a pro forma invoice and that deposit payments are paid on due dates.
• Ensure room pickup for groups are as per contract requirements and that Group Agreement Attrition Review dates are kept with the clients.
• Meeting & greeting of client for Groups and Events and introducing them to Banqueting Manager and relevant departments.
• Check with client through the group stay/event to ensure that they are happy with the hotels delivery of their requirements.
• Finalizing of all accounts relating to groups and events and all functions and ensuring that daily billing is completed for larger groups and event.
• Communicate all areas of concern as received from client to relevant department headings
• Represent team in Health and Safely and Staff forum meeting if required.
• To be fully conversant with all health and safety, fire and emergency procedures.
• Understand and apply the policies of the One&Only hotel applicable to group accommodation and food and beverage as well as functions and events.
• Maximize on Revenue for both rooms and catering functions in line with strategy.
• Understand and apply the knowledge of group accommodation (including rates) and food and beverage contracts.

Skills, Competencies and Requirements

• Minimum 3/4 years’ G&E management experience in a 4/5* environment.
• Diploma or Qualification in Hospitality Management
• Good communication, interpersonal and customer service skills.
• Leadership skills and the ability to motivate and train others and daily management of a team.
• Ensuring compliance with hygiene and health and safety legislation/guidelines.
• Experience in hotel contracting for accommodation and functions.
• Knowledge of Revenue Management principles and drivers.
• Previous Sales and experience advantageous.