Groups & Events Coordinator at Belmond Mount Nelson Hotel

Primary Responsibilities Include:

• Preparing quotes, making follow-up calls with prospective clients and holding meetings with clients who are interested in hosting an event.
• Quote and contract all potential business through all available booking channels.
• Ensure that standard correspondence formats for various stages of reservations is completed and maintained.
• Answer reservations calls in a pleasant and courteous manner, in accordance with LQA standards.
• Ensure all relevant groups / event information is communicated in a timely fashion.
• To optimize sales & profitability through an effective and efficient reservations process whilst enhancing relationships with existing clients.
• Manage site inspections in conjunction with the Sales team.
• To continuously seek ways to maximize revenues and profits by up-selling facilities and services.
• Establish rapport with clients maintaining effective customer relationships and provide a timely response to their enquiries.
• Spend time in each function / event to ensure that the guests and organizers are well looked after and to support banqueting where needed.
• Liaise with suppliers (off-site) when needed.
• Preparing and ensuring all 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.
• Maintain close working relationships with all other departments in the Company; keeping them updated and involved in all details of upcoming functions and groups.
• Ensure you remain knowledgeable on all aspects relating to the hotel room configuration and banqueting operation and services available; menu options, beverage knowledge, wine lists, function room layout, hotel room layout etc.
• Ensure that you meet and work according to the department’s Standard Operating Procedures.
• Actively endeavor to seek and resolve guest complaints, where possible, exercise judgement and escalate it to the manager.
• Inform other departments and follow up with regards to special instructions / requests.
• Maintain the highest standards of professionalism when working through guest issues/complaints.
• Performing daily banking duties (posting of blue slips).  
• Taking refunds, commission claims etc. to accounts daily.       
• To ensure that function sheets and Group file covers are compiled and distributed on a weekly basis and that any changes are recorded on change sheets and distributed to the relevant parties.
• To ensure that all details pertaining to Group or Event functions e.g. client files, contract and confirmation letters are accurate, recorded and relevant parties are kept up to date as required.      
• To ensure that all room and Banqueting charges are accurate.  
• Follow up daily on PM's and accounts outstanding.        
• In the absence of the manager, attend weekly Banqueting forecast meetings to discuss functions in greater detail with relevant parties and to provide answers to any areas of concern.          
• In the absence of the manager, attend weekly Groups meetings to ensure sufficient follow up and information shared with Sales team.         
• Hosting of group pre-cons, to be present for group arrivals and departures as required and ensure regular check up with in house groups.

Requirements

Experience & qualifications

• Diploma or degree from a reputable hotel school - preferred.
• 3 - 5 years Group / Events / Conferencing Experience within a luxury environment - preferred.
• Previous junior sales and reservations experience – advantageous.

Knowledge and skills

• Strong verbal and written communication skills.
• Opera PMS knowledge.
• Computer literacy.
• Excellent organization and time management skills.