Banqueting CoOrdinator (Polokwane)

Key Performance Areas

Accept requests for bookings from banqueting sales and Groups and Events and cross check detail against client requirements:

• Group size
• Venue Size
• Entertainment
• Catering
• Welcome drinks
• Billing
• Document booking and confirm with sales / client.
• Update system with bookings, special requirements and any amendments.
• Communicate amendments to relevant stakeholders
• Send out pre-con meeting notifications in advance within reasonable time period to accommodate delegates with relevant F&B stakeholders relevant team / kitchen.
• Complete and distribute function sheets timeously
• Book meeting venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
• Arrange catering in line with RSVP's and dietary requirements of the attendees.
• Co-ordinate set-up of venues with banqueting team
• Co-ordinate the set-up of additional equipment, décor requirements and / or entertainment requirements via external providers if required
• Communicate function sheets to banqueting department and other relevant stakeholders
• Liaise with sales on any challenges being experienced for resolution with the client
• Attend pre-con meetings if required
• Follow-up on special requests and preparations for events
• Compile and distribute billing instructions on event to relevant banqueting department
• Cross-check expenses against billing instruction
• Develop a filing system that enables others in the department to be able to access required documents including records of staff schedules, function sheets, etc.
• Make sure that all relevant documents and copies of events / invoices can be sourced effortlessly electronically and /or manually.
• Keep files, records and reports for the department
• Troubleshoot and resolve issues with assigned clients.
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Management of the fee invoice and payment paperwork trail.

Requirements

Education

• Hotel School Diploma

Experience

• 2 years' experience in banqueting or events co-ordination

Skills and Knowledge

• Core Behavioural competencies
• Problem Solving
• Selling skills
• Planning
• Clerical / Admin
• Collecting Information listening; asking questions
• Team co-operation
• Dealing with Customers
• Following Instructions
• Attention to detail
• Emotional resilience
• Presentable
• Technical competencies
• English written & verbal communication skills
• Numerical skills calculations
• Food & Beverage Product Knowledge
• Banqueting set-ups and product knowledge
• Menu knowledge
• Proficient computer skills
• Operating equipment usage and storage
• Upselling skills
• Work Conditions & Special Requirements
• Ability to work shifts that meet operational requirements
• Mobility and ability to move around as per job requirements including with the use of aids
• Physically able to move operating equipment, have an open attitude perform similar functions to those contained in this document, in alternative outlets due to operational requirements