Groups and Events Coordinator
(16810)
(16810)
At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests’ stay to bring their dreams and desires to life. With an atmosphere that’s chic but wonderfully unstuffy™, and a team who are meticulous but warm, we seek to exceed our guests’ expectations at every possible turn.
Set in the vibrant heart of Cape Town’s waterfront, surrounded by restaurants, shopping, art and entertainment; on the doorstep of Table Mountain; and within easy reach of spectacular beaches, national parks, and winelands; One&Only Cape Town is the ultimate curator of discovery, from active adventures, to mindful moments and exclusive, tailored experiences. The warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest’s every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it’s our passion
Job Summary
The Groups and Events Coordinator is responsible for responding to all group and event enquiries in with tailored professional proposals that sell the benefits of booking OOCT to the client. They are required to meet and greet the client and to conduct site inspections. They must capture details in Delphi and are required to follow up on the booking, to covert the business and to negotiate the contractual terms with the clients. Once the booking is confirmed they ensure that the client supplies all their requirements with regards to the group and event and that these details are then communicated to all departments in the hotel via Group Resumes and Function Sheets. The Groups and Events Coordinator is also required to follow up and complete the billing process with the client and to ensure that the Pay Master is balanced and closed.
Duties and Responsibilities
- 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.
- Respond to email and telephonic enquiries within 2-4 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 Delphi including an enquiry note, basic rate proposed and activity follow ups for future dates.
- Check venue and rooms availability in Delphi and 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 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.
- 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
- Attend Morning Meetings when required in order to run through forthcoming groups
- Represent team in Health and Safety 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.
- Understand and apply the knowledge of group accommodation (including rates) and food and beverage contracts.
Skills, Competencies and Requirements
- Minimum 1 years’ experience in a 4/5* environment.
- Diploma or Qualification in Hospitality Management
- Previous experience in Sales or Event Management preferable.
- Good communication, interpersonal and customer service skills.
- Ensuring compliance with hygiene and health and safety legislation/guidelines.
- Sense of urgency, attention to details and decision making skills
Our brand is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, intuitive, generous, and spontaneous in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.
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