Groups & Events Coordinator

at  Belmond Management

Here at Mount Nelson, our venues provide the perfect setting, whether you’re planning a large-scale business event, a showstopping wedding reception or a more intimate cocktail party, our Groups and Events team puts together some incredible events! If you’re looking to develop your skills and be part of the future of luxury, this is your moment.

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.

• 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