Banqueting Coordinator

Sun International; South Africa; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Sun International in South Africa is seeking a Banqueting Co-ordinator to join our Food & Beverage team. You will be the point of contact for conferencing bookings, planning and coordinating multiple aspects of banqueting operations, and liaising with clients on event requirements.

Responsibilities include coordinating pre-conference meetings, preparing function sheets, arranging catering and equipment, and maintaining accurate billing and records.

Qualifications

• Experience in coordinating banqueting/events or conferencing logistics.
• Clear understanding of event planning processes and client requirements.
• Ability to manage multiple stakeholders and timelines.

Responsibilities

• Accept and coordinate banquet/event requests from sales and clients.
• Update booking system with details and amendments.
• Prepare and distribute function sheets and billing instructions.
• Coordinate equipment, catering, décor and room setup per event requirements.
• Liaise with stakeholders to resolve issues and ensure smooth events.

Skills

Coordination

Client liaison

Event planning

Administrative skills

Communication

Tools

Event management software

Job description

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.