Functions Coordinator - Johannesburg, South Africa - Country Club Johannesburg
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 coordination of function bookings from inception to conception. These constitute Conferences, Dinners, Product Launches, Lunches, Meetings, Children's Parties etc.
- Recording of booking details accurately from organizers/members for functions, recording it onto a function sheet, diarising and then to hand to Functions Secretary for confirmation.
- Setting up of appointments with organizers to discuss in detail procedures and facilities available and ensuring that there is full disclosure of such.
- To show clients various facilities available and to advise and discuss each room.
- To advise, discuss choice of menus provided as well as alcoholic/nonalcoholic requirements and also to make organizer aware of the various rules of the Club.
- 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 these.
- To liaise with project Duty manager and Head chef on updating function menus and to initiate any 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 functions.
- 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 ensuring that all functions are detailed according to organizers specifications.
- Able to take and write up meeting minutes.
- Complete additional administrative tasks as allocated by Management.
- Relieves other Coordinators as and when necessary.
_PERSONAL ATTRIBUTES & SKILLS _
- 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.
- Problemsolving 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.
_MINIMUM / PREVIOUS EXPERIENCE_
- At least 3 years of function coordinating experience.
- Jonas operating system knowledge an advantage.
_QUALIFICATION_
- Minimum Matric/ Grade 12 senior certificate.
- Tertiary qualification in Hospitality preferred
PROPERTY
Auckland Park
Salary:
R10, R20,000.00 per month
Ability to commute/relocat
e:
- Johannesburg, Gauteng: Reliably commute or planning to relocate before starting work (required)
Education:
- Diploma (required)
Experience:
Functions Coordinating: 5 years (required)
Club Industry: 2 years (preferred)
License/Certification:
- Drivers License and Own Reliable Transport (required)
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