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    • Groups & Events Manager - Cape Town - Tanya Serra

    Tanya Serra
    Tanya Serra Cape Town

    1 month ago

    Default job background
    Description

    To effectively manage the day-to-day operations of the Groups and Events team, ensuring seamless execution of office tasks.

    Lead the Groups and Events team in achieving hotel and departmental goals, as well as revenue targets by:

    • Liaising with Sales and G&E Coordinators to maximize selling space through diary monitoring and incoming functions.
    • Participating in long-range planning meetings for upcoming events and providing direction for these activities.
    • Maintaining up-to-date knowledge among G&E Coordinators & Administrators on hotel room configuration, banqueting operation, and services available.

    Key responsibilities include:

    • Handling initial inquiries efficiently and timeously.
    • Monitoring service quality presented by coordination staff to clients, ensuring a consistent level of service at all times.
    • Ensuring accurate recording of client files, contracts, and confirmation letters, and keeping relevant parties informed.
    • Signing off invoices, refunds, and commission claims.
    • Compiling and distributing function sheets weekly, and updating change sheets for relevant parties.

    Additional duties involve:

    • Representing the department at Banqueting forecast meetings to discuss functions and address concerns.
    • Attending weekly Groups meetings to ensure follow-up and information sharing with the Sales team.
    • Verifying accuracy of room and Banqueting charges.
    • Providing timely feedback to guests on positive and negative comments, communicated to Executive Managers.
    • Conducting site inspections to result in profitable bookings.

    Further responsibilities include:

    • Maintaining close working relationships with other hotel departments, keeping them updated on upcoming functions and groups.
    • Rostering staff for sufficient coverage, including public holidays and weekends where needed.
    • Managing the On-Track system daily.
    • Assisting Sales staff with client meetings, inspections, and providing information upon request.
    • Maximizing staff performance through performance standards, coaching, and evaluation.
    • Maintaining team morale, listening to individual staff members' needs, and enforcing conduct, uniform, and appearance standards.

    The role also entails:

    • Preparing weekly reports detailing forecast vs. actual results vs. budget and reasons for variances.
    • Achieving and exceeding monthly and annual revenue targets by keeping G&E Coordinators focused on actual vs. revenue targets.
    • Actively participating in cost savings exercises applicable to the working area.
    • Following up on Groups and Events quotes to convert to revenue.
    • Monitoring outstanding accounts daily and reporting progress to relevant parties to maintain reasonable debt levels.
    • Ensuring vendors perform adequately, and Accounts receive supplier invoices timeously.
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