Groups and Events Coordinator at One&Only Resorts

The role is focused on Groups & Events Coordinator at One&Only Cape Town. It involves representing the hotel during site inspections and client visits, responding promptly to enquiries, preparing tailored proposals, negotiating contracts and ensuring all booking details are accurately captured in Delphi and Opera.
The position requires conducting show rounds, understanding the hotel's facilities and activities, and working closely with clients to understand their requirements and expectations. The employee is responsible for coordinating with operational departments, preparing group resumes and function sheets, conducting pre-con meetings, and ensuring that all departments are fully prepared for VIPs, groups and events.
The role also involves managing the client relationship throughout the entire event, including monitoring deadlines, menu selections, deposits, room pickup and attrition dates. The employee must ensure deposits and payments are received on time, meet and greet clients on arrival, introduce them to the relevant hotel teams, and regularly check that the client is satisfied with the hotel's delivery.
Financial and administrative responsibilities include preparing pro forma invoices, monitoring billing, finalizing group and event accounts, ensuring daily billing for larger events, and addressing any concerns raised by clients with the appropriate departments.
Overall, this position requires someone who is highly organized, sales-driven, detail-oriented and confident in dealing with clients, with strong knowledge of hotel operations, group accommodation, food and beverage, functions and events. Excellent communication, negotiation and relationship-management skills are essential, as well as the ability to coordinate multiple departments and ensure that every group or event receives a high-quality and seamless experience.


Skills, Competencies and Requirements


Minimum 1 years' experience in a 4/5* environment.
Diploma or Qualification in Hospitality Management
Previous experience in Sales or Event Management preferable.
Good communication, interpersonal and customer service skills.
Ensuring compliance with hygiene and health and safety legislation/guidelines.
Sense of urgency, attention to details and decision making skills