Groups and Events Coordinator

One&Only Resorts; Cape Town; On-site; ZAR 180,000 - 300,000; Full time

Job summary

One&Only Cape Town is seeking a Groups & Events Coordinator to represent the hotel during site inspections and client visits, respond to enquiries, prepare tailored proposals, negotiate contracts and ensure booking details are accurately captured in Delphi and Opera.

The role requires coordinating with operational departments, preparing group resumes and function sheets, conducting pre-con meetings, and ensuring all teams are ready for VIPs, groups and events.

Qualifications

• Minimum 1 year's 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.

Responsibilities

• Represent the hotel during site inspections and client visits and respond promptly to enquiries.
• Prepare tailored proposals, negotiate contracts and ensure all booking details are captured in Delphi and Opera.
• Coordinate with operational departments and prepare group resumes and function sheets.
• Conduct pre-con meetings and ensure all departments are prepared for VIPs, groups and events.
• Manage the client relationship throughout the event, monitor deadlines, deposits, room pickup and attrition dates.
• Ensure deposits and payments are received on time and greet clients on arrival, introducing them to relevant hotel teams.
• Address client concerns with the appropriate departments and manage daily billing for larger events.
• Prepare pro forma invoices and assist with finalising group and event accounts.

Skills

Communication skills

Interpersonal skills

Customer service

Sales orientation

Attention to detail

Education

Diploma or Qualification in Hospitality Management

Tools

Delphi

Opera

Job description

( 20784 )

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests' stay to bring their dreams and desires to life. With an atmosphere that's chic but wonderfully unstuffy, and a team who are meticulous but warm, we seek to exceed our guests' expectations at every possible turn.

Set in the vibrant heart of Cape Town's waterfront, surrounded by restaurants, shopping, art and entertainment; on the doorstep of Table Mountain; and within easy reach of spectacular beaches, national parks, and winelands; One&Only Cape Town is the ultimate curator of discovery, from active adventures, to mindful moments and exclusive, tailored experiences. The warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest's every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it's our passion

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

Our brand is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, intuitive, generous, and spontaneous in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.