Group & Events Coordinator

This person would form part of the Sales Team who will report directly into Groups & Events Manager.
Key responsibilities would be to respond to Group and Event enquiries, conduct site inspections, capture details in Mews & Pixier, conduct booking follow ups and be responsible for conversion and contract negotiations as and where needed.
Once the booking is confirmed, they will ensure that the client supplies all their requirements for the group/event and all details are communicated to all departments in the hotel via Group resumes and function sheets.
They will follow up and be responsible for all billing and payment arrangements.
KEY DUTIES & RESPONSIBILITIES:• To complete all given tasks in a timely manner and to adhere to operational hours as needed.
• Identify, solicit, and develop existing and new accounts.
• Develop and monitor action plans for designated accounts in order to meet departmental goals.
• Act as a liaison between the Company and the client and serve as the spokesperson on behalf of the Company.
• Ensure delivery of best support and customer service to clients.
• Plan, organize and host client events and internal clients/hotel sales calls.
• Plan and conduct creative site inspections.
• Identify and profile new market opportunities
• Use approved presentation materials and procedures to ensure brand consistency
• Create an outstanding brand image in every interaction with clients
• Maintain a high level of product and service awareness in order to explain and sell services and facilities to client effectively and confidently
• Set high performance standards and to pursue aggressive goals
• Strive for constant improvements and to take responsibility for achieving business results
• Maintaining rate integrity and maximizing yield opportunities in cooperation with revenue management
• Represent Boschendal during property site inspections and educational visits for guests reserving a Group with a program attached – Travel Agents, Trade clients, individual guests, conference groups, incentive groups etc.
• Respond to email and telephonic enquiries within 24 hours ensuring that the client receives a tailored proposal to suit their needs
• Ensure function/booking information is entered correctly into Pixier including an enquiry note, basic rate proposed, and activity follow ups for future dates
• Check venue and rooms availability in Pixier and Mews 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 comprehensive knowledge of Boschendal facilities and activities
• Negotiate the contractual terms and ensure all written communication is presented professionally with no errors and attention to branding details such as font etc.
• Understand and apply the policies of Boschendal 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
• Meet with the 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 timelines with regards to menu decisions, deposit schedules, room attrition dates etc.
• 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 gibing 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 received 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
• Preparing a detailed handover document in the form of a resume and function sheet
• Meeting & greeting of client for Groups and Events and introducing them to Banqueting Manager and relevant departments
• Check in with the client through the group stay/event to ensure that they are happy with the hotel's delivery of their requirements
• Communicate all areas of concern as received from the client to relevant department heads
• Attend Morning Meetings when required in order to run through forthcoming groups/events
• Fully conversant with all health and safety, fire and emergency procedures
• Ensure all accounts are finalized relating to groups and events with no outstanding payments on group bills before departure
• Essential information required by the organization is accurately communicated to the appropriate personnel and any differences of opinion with other members of staff are dealt with in a manner that maintains goodwill and respect and avoids offence and conflict
• Management is kept informed in an appropriate and accurate level of detail about activities, progress and results and information and advice on matters within allocated area of responsibility is sought from manager when necessary
• Instructions from management are treated constructively and acted upon
• All health, safety & security procedures implemented to ensure safety of guests and colleagues
• Proactively participates in own development
COMPETENCIES & SKILLS• A confident individual who can take independent action, use initiative, has a sense of urgency.
• To be able to work efficiently and quickly in a fast-paced environment
• Be able to prioritize as this position has multiple projects going simultaneously
• To be able to recognize and adjust to change
• Task focused
• All colleagues are always dealt with in a polite and helpful manner
• Contribute to teamwork which positively impacts on Guest Service
• Essential information required by the organization is accurately communicated to the appropriate personnel and any differences of opinion with other members of staff are dealt with in a manner that maintains goodwill and respect and avoids offence and conflict
• Management is kept informed in an appropriate and accurate level of detail about activities, progress and results and information and advice on matters within allocated area of responsibility is sought from manager when necessary
• Instructions from management are treated constructively and acted upon
• All health, safety & security procedures implemented to ensure safety of guests and colleagues
• To be able to build and maintain relationships
• Adherence to procedures and guidelines is important
• Effective Communicator, open-flowing communication is important
• Must be friendly and genuinely interested in the business, agenda and needs of others including the company, its management, and customers
• Persuasive selling style to communicate the company's services & facilities, policies and terms and conditions
• To be able to work with and for others in a helping role
• To be able to lead by example, to be able to assist when required
• Task driven to ensure proper results
REQUIRED EXPERIENCE AND QUALIFICATIONS:• Diploma or Degree in Hospitality Management
• Minimum 2-3 years' experience in Events or Hospitality industry
• Function planning & management
• Computer literate including relevant software and experience in using Mews & Pixier.
Closing date: Friday, 06 June 2025
Application process: Please email your updated CV to ****** or deliver by hand to the HR Office.
Should you not receive a reply within two (2) weeks after the closing date, please consider your application as unsuccessful. Application process: Please email your updated CV to ****** or deliver by hand to the HR Office.
Should you not receive a reply within two (2) weeks after the closing date, please consider your application as unsuccessful.

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