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Groups & Events Co-ordinator - Winelands - Stellenbosch, Western Cape, South Africa - HotelJobs

HotelJobs

Verified Company

Stellenbosch, Western Cape, South Africa

4 weeks ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

This busy and prestigious property requires an efficient, decisive and energetic individual who demonstrates excellent communication skills.

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 with regard to 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:

A commitment to a sense of urgency, immediacy and total responsiveness
Have superior knowledge of Winelands and surrounds
Identify, solicit, and develop existing and new accounts
To plan, organize and host client events and internal clients/hotel sales calls
Plan and conduct creative site inspections
To identify and profile new market opportunities
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.
Ensure function/booking information is entered correctly into Pixier including an enquiry note, basic rate proposed, and activity follow ups for future dates
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 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
To be fully conversant with all heath 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
All colleagues are always dealt with in a polite and helpful manner
Contribute to teamwork which positively impacts on Guest Service

- and more...

CORE COMPETENCIES:

Computer literate including relevant software and experience in using a PMS system
Minimum 23year experience in a similar position
Focus on detail which is a major requirement of the job
To be able to work efficiently, accurately, and quickly in a fastpaced environment
Be able to prioritize as this position has multiple projects going simultaneously
Very socially focused, requires "how can I help you?" attitude
To be able to build and maintain relationships
Adherence to procedures and guidelines is important
Effective Communicator, openflowing 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
Work accurately with figures