Conference Coordinator

Phoenix Recruitment; Pretoria; On-site; ZAR 180,000 - 260,000; Full time

Job summary

Phoenix Recruitment Limited in Pretoria — in the Kameeldrift area — seeks an organised and guest-focused Conference Coordinator to join a high-end hotel team. You will handle enquiries, prepare quotations, confirm client requirements, and coordinate venue layouts, catering, equipment and accommodation to ensure seamless events.

The role requires coordinating with various departments, arranging site visits, and maintaining accurate records while delivering excellent guest service, even under

Qualifications

• Grade 12 is required.
• Formal hospitality qualification is required.
• Previous conference, banqueting or events coordination experience in hotel or similar environment.
• Relevant hospitality/events qualification would be advantageous.
• Strong planning, organisational and administrative skills.
• Excellent written and verbal communication skills.
• Professional presentation and client-focused approach.
• Good computer skills and familiarity with booking or event-management systems.
• Attention to detail and ability to coordinate multiple events and deadlines.
• Strong teamwork and problem-solving skills.
• Willingness to work flexible hours including evenings, weekends and public holidays.

Responsibilities

• Handle conference and event enquiries professionally.
• Prepare quotations and follow up on provisional bookings.
• Confirm client requirements including venue layouts, catering, equipment and accommodation.
• Arrange site inspections and assist clients with selecting facilities and packages.
• Maintain accurate booking records and communicate changes promptly.
• Prepare and distribute detailed function sheets to departments.
• Coordinate arrangements with F&B, Kitchen, Front Office, Housekeeping and Maintenance.
• Ensure venues, equipment and catering arrangements are ready before events.
• Welcome organisers and assist during conferences.
• Monitor event delivery and resolve operational concerns promptly.
• Obtain client feedback and support repeat bookings.
• Track deposits, payment deadlines and outstanding documentation.
• Check event charges and coordinate final billing with Finance.
• Maintain conference schedules, client correspondence and event reports.

Skills

Organised

Guest-focused

Event coordination

Attention to detail

Communication

Education

Grade 12

Formal hospitality qualification

Events qualification advantageous

Job description

High-end Hotel in Pretoria (Kameeldrift area) is looking for an organised and guest-focused Conference Coordinator to join their team.

Duties:

Conference Planning & Client Liaison:

• Handle conference and event enquiries professionally.
• Prepare quotations and follow up on provisional bookings.
• Confirm client requirements, including venue layouts, catering, equipment and accommodation.
• Arrange site inspections and assist clients with selecting suitable facilities and packages.
• Maintain accurate booking records and communicate changes promptly.

Event Coordination:

• Prepare and distribute detailed function sheets to relevant departments.
• Coordinate arrangements with Food and Beverage, Kitchen, Front Office, Housekeeping and Maintenance.
• Ensure venues, equipment and catering arrangements are ready before each event.
• Welcome organisers and remain available to address requirements during conferences.
• Monitor event delivery and resolve operational concerns promptly.
• Obtain client feedback and support repeat bookings.

Administration & Payments:

• Track deposits, payment deadlines and outstanding documentation.
• Check event charges and coordinate accurate final billing with Finance.
• Maintain conference schedules, client correspondence and event reports.

Requirements:

• Grade 12
• A formal hospitality qualification
• Previous conference, banqueting or events coordination experience within a hotel or similar hospitality environment.
• A relevant hospitality or events qualification would be advantageous.
• Strong planning, organisational and administrative skills.
• Excellent written and verbal communication skills.
• Professional presentation and a confident, client-focused approach.
• Good computer skills and familiarity with booking or event-management systems.
• Attention to detail and the ability to coordinate multiple events and deadlines.
• Strong teamwork and problem-solving skills.
• Ability to remain calm under pressure.
• Willingness to work flexible hours, including evenings, weekends and public holidays when required.