Banqueting Coordinator At Sun International

Job Purpose





Sun International is looking for a Banqueting Co-ordinator to join our Food & Beverage team. The successful candidate will be responsible to be the point of contact for the business unit's conferencing business and to plan and coordinate multiple aspects of the Unit's banqueting operations, including liaising with conferencing clients with regards their banqueting / event requirements; coordinating pre-conference meetings / billing instructions with clients; co-ordinating and communicating function plans and providing administrative support to the department.





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.





Job 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