Groups Events CoOrdinator

Job Purpose The Groups & Events Coordinator is responsible for serving as the primary client contact for the successful planning, coordination, and delivery of all events and conferences across the business unit. The role aims to enhance the brand's reputation and position the property as the conferencing venue of choice by ensuring exceptional event execution and customer satisfaction. Key Performance Areas Group & Event Coordination Coordinate and sell logistical arrangements, including transportation, accommodation, and food and beverage requirements. Conduct site inspections with clients to showcase venues and facilities. Maintain an up-to-date understanding of available conferencing and event facilities and products. Attend pre-event meetings to understand client requirements. Recommend solutions aligned with client needs and coordinate with third-party suppliers for décor, flowers, entertainment, music, and other event requirements. Identify and maximize upselling opportunities. Include billing instructions on function sheets and monitor event-related expenses. Prepare and distribute function sheets to relevant departments and stakeholders. Maintain accurate records of all client correspondence to protect and promote the brand. Resolve client queries and issues in accordance with contractual agreements, escalating where necessary. Event Delivery & Execution Compile detailed event running orders that accurately reflect customer requirements. Verify venue setup, including technical requirements such as lighting and sound. Ensure catering, décor, entertainment, and other event elements are aligned with client expectations. Coordinate required changes with operational departments at least one hour before event commencement. Log and follow up on maintenance and IT requests to resolve technical issues promptly. Communicate regularly with stakeholders regarding changes, challenges, and potential risks. Escalate unresolved issues when necessary. Update and distribute revised function sheets reflecting final event changes. Complete post-event administration, including event reports, attendance figures, and billing documentation. Stakeholder Engagement Engage with clients to understand event requirements, opportunities, and challenges. Liaise with suppliers and contractors to secure event requirements while optimizing costs within budget. Collaborate with suppliers during the design and delivery of conferencing and event solutions. Coordinate with internal departments such as Food & Beverage, Security, Gaming, Banqueting, and Operations to ensure seamless event execution. Participate in post-event evaluations with Events and Banqueting Management to review outcomes and identify improvement opportunities. Job Requirements Education Grade 12 (Matric). A 3-year Diploma in Hotel Management is preferred. Experience 1-2 years' experience in a hotel environment. Experience in event management will be advantageous. Skills and Knowledge Event Planning and Coordination. Event Management. Strong verbal and written communication skills in English. Business acumen. Networking and relationship-building skills. Financial awareness. Emotional resilience and the ability to perform effectively under pressure. Proficient computer skills, including MS Office and Opera. Professionalism and customer-service orientation.