Primary Responsibilities Include:
To supervise the day-to-day functioning of the G&E Coordinators & Administrator and assist with the efficient running of the office.
To ensure that function sheets are compiled and distributed on a weekly basis and that any changes are recorded on change sheets and distributed to the relevant parties.
Ensure that regular departmental meetings are held and that all company information is frequently shared throughout the department.
Assist with ongoing learning & development within the department, ensuring that mandatory training is attended by all employees and all available training opportunities are effectively communicated.
In the absence of the manager, attend weekly Banqueting forecast meetings to discuss functions in greater detail with relevant parties and to provide answers to any areas of concern.
In the absence of the manager, attend weekly Groups meetings to ensure sufficient follow up and information shared with Sales team.
Ensure that appropriate feedback is given to all guest letters and comments, positive and negative, in a timeous manner; These must be communicated to the Executive Sales Manager.
Conduct in-house site inspections, as and when required, that result in profitable bookings.
Maintain close working relationships with all other departments in the hotel; keeping them updated and involved in all details of upcoming functions and groups.
To provide the Sales staff with assistance when required, by meeting with clients and organising inspections of the various banqueting venues available and to supply them with any information that they may request.
Assist with the forecasting of departmental revenue on a weekly basis.
To actively participate in cost savings exercises applicable to your working area.
Assist with following up on Group and Event quotes.
Hosting of group pre-cons, to be present for group arrivals and departures as required and ensure regular check up with in house groups.
Qualifying group enquiries in the absence of the Sales Manager or Groups and Events Manager.
To ensure that all details pertaining to Group or Event functions e.g client files, contract and confirmation letters are accurate, recorded and relevant parties are kept up to date as required.
Follow up daily on PM's and accounts outstanding.
Requirements
What You Bring:
Diploma or degree from a reputable hotel school - preferred
Must have a minimum of 3 years Groups/Events/Conferencing/Sales Experience within a luxury environment -preferred and previous management experience
Strong verbal and written communication skills