Functions Coordinator - Johannesburg, South Africa - BGA Recruitment
Description
PRIMARY PURPOSE
To effectively coordinate the requirements of the client to ensure the successful execution of the function
at the Club.
KEY RESPONSIBILITIES
- The co-ordination of function bookings from inception to conception. These constitute Conferences,
- Recording of booking details accurately from organizers/members for functions, recording it onto a
- Setting up of appointments with organizers to discuss in detail procedures and facilities available and
- To show clients various facilities available and to advise and discuss each room.
- To advise, discuss choice of menus provided as well as alcoholic/non-alcoholic requirements and also
- To discuss the entertainment, flowers, linen and other décor or requirements.
- Confirming all final details including numbers with organizer well in advance of the function.
- Meet and greet on the morning of each new function.
- To monitor and control provisional bookings.
- Responsible for all typing up of all data gathered for distribution on a weekly basis - Function sheets.
- Assist in setting up the annual budget to ensure accurate forecasting and meeting of said budget.
- Responsible for monthly forecasting of turnover received pertaining to functions.
- Attend meetings where necessary.
- To ensure that there is a constant awareness of the competition's prices, menus etc. and to action
changes or requests.
- Attend weekly food and beverage meetings.
- To attend weekly Head of department meetings.
- Responsible for the preparation of all function sheets to inform all departments of the weekly
? Liaising with the club's operating staff i
e:
function requirements, changes or additional
requirements.
- Ensure that all functions are detailed, distributes and changes are made timeously on a daily basis
- Able to take and write up meeting minutes.
- Complete additional administrative tasks as allocated by Management.
- Relieves other Coordinators as and when necessary.
- Excellent interpersonal and customer service skills.
- Knowledge of food and catering background/understanding.
- Strong communication skills (written and verbal) and strong negotiation skills.
- Attention to detail and excellent organizational skills.
- Ability to follow projects through to completion.
- Problem-solving skills, the ability to work under pressure and meet deadlines.
- Computer literate and fluent in MS Office packages.
- Available to work on weekends.
- Valid driver's license and own transport.
- Creativity is an advantage.
- At least 3 years of function coordinating experience.
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