Temp G&E Administrator at One&Only Resorts

Job Summary

• The Groups and Events Admin Support assists the G&E Coordinators and G&E Manager with admin requirements as per the below:   

Duties and Responsibilities

• Possess a comprehensive knowledge of the One&Only’s facilities and activities within the Hotel.
• Sending GRC Reports from Opera in Excel format to the Revenue Team on a daily basis.
• Formatting the Weekly Transaction Report and ensure it is sent to the Sales Team and specific F&B HOD’s.
• Pulling the excel version of the GRC on a Friday morning, formatting it as shared workbook and sending it to team to populate with feedback ready for the weekly Commercial Meeting and the Monthly Groups Meeting.
• Update follow up activities in Opera S&C.
• Assisting G&E Manager with reports:
• LOST Reports
• Provisional Reports
• BQT forecast
• Deposit Schedules
• Putting together the cover page for the Function Pack for distribution on Wednesdays and ensuring that distribution goes out in a timely manner.
• Printing Function pack and BEO’s for Team for Thursday Function Pack Meeting.
• Adding in the details regarding the following days Groups and Events into the Daily One.
• Inserting groups and catering bookings into Opera when the G&E Coordinators are busy.
• Inserting groups and catering bookings into Opera turned away due to availability.
• Ensure function/ booking information is entered correctly into Opera including an enquiry note, basic rate proposed, and activity follow ups for future dates for the G&E Coordinators and Manager.
• Compiling the contracts from the templates on Opera on behalf of the G&E Coordinators and Manager.  
• Assisting in the drafting of the Function Sheets for clients and for internal events and ensuring this is distributed to the Operational Departments giving them sufficient time to prepare.
• Ordering required halal and kosher catering as per client request.
• Ordering and collecting V&A Portswood Parking vouchers and going to V&A to collect the vouchers.
• Assisting with the billing and processing with accounts all the commission payments, refunds or credit card refunds.
• Entering rooming lists in Opera as requested by the team and ensuring all notes, special requirements, billing instructions and   routing is completed.          
• Ensure your client receives a pro forma invoice and that deposit payments are paid on due dates.
• Allocating deposits and payments to blocks and PM’s.
• Finalizing of all accounts relating to all functions and ensuring that daily billing is completed and all payments have been received.
• Processing supplier payments for parking, AV, decor and other suppliers. 

Skills, Competencies and Requirements

• Diploma or Qualification in Hospitality Management
• Good communication, interpersonal and customer service skills.
• Ensuring compliance with hygiene and health and safety legislation/guidelines.
• Sense of urgency, attention to detail and a can do attitude
• 3 Months Fixed Term Position - 1 July  - 30 September 2026