Banqueting CoOrdinator

SkillsMap; Worcester; On-site; ZAR 180,000 - 260,000; Full time

Job summary

Sun International's Golden Valley Casino in Worcester seeks a Banqueting Co-ordinator to manage the conferencing unit’s events and banqueting operations. The role involves liaising with clients on requirements, coordinating pre-conferences, billing, and functional plans with F&B teams.

Responsibilities include organising venues, equipment, catering and décor, updating systems, and ensuring smooth execution of events while maintaining strong client relationships.

Qualifications

• Education: Hotel School Diploma required.
• Experience: 2 years’ experience in banqueting or events co-ordination.
• Skills: Core behavioural competencies include problem solving, selling skills, planning, clerical/admin, listening and teamwork.

Responsibilities

• Coordinate the banqueting operations and liaise with clients on event requirements.
• Prepare and distribute function sheets and manage pre-con meetings and billing instructions.
• Coordinate equipment, setup, catering, decor and external provider liaison as needed.
• Track bookings, amendments, and communicate changes to stakeholders.
• Ensure accurate filing, records, and reporting for the department.

Skills

Problem Solving

Selling skills

Planning

Clerical / Admin

Collecting Information

Team cooperation

Dealing with Customers

Following Instructions

Attention to detail

Emotional resilience

Presentable

Education

Hotel School Diploma

Job description

Job Reference Number: SI-1213
Department: F&B : Management
Business Unit:
Industry: Hotel/Catering/Hospitality/Leisure
Job Type: Permanent
Positions Available: 1
Salary: Market Related Situated in the picturesque Breede River Valley, and only an hour’s drive from Cape Town, the Golden Valley Casino is one of the most intimate casinos in the Western Cape. Whether you are in town for a small conference, travelling through Worcester or planning a weekend gaming getaway, this Worcester Casino will give you a taste of friendly Boland hospitality.

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.

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

Equity

Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.