SUMMARY:
We are seeking a dynamic and detailed-oriented Banqueting Coordinator to join our team at a luxury hospitality establishment. The Banqueting Coordinator is responsible for the **administration and client liaison** for all banqueting and event enquiries from initial contact through to final completion. This position focuses on **client communication, quotations, function sheets, invoicing and payment follow-up** to ensure events are accurately contracted and handed over to the operations team. **This is not an event execution role**: the Banqueting Coordinator will **not** set up, run, or be on duty for events, and will not manage service on the day.
Key Responsibilities
1) Client Liaison & Enquiry Handling
- Receive and respond to event/banqueting enquiries via email, phone, and walk-ins within agreed turnaround times.
- Qualify client requirements (date, time, numbers, set-up style, menu preferences, bar requirements, AV basics, special requests).
- Arrange site inspections/venue showarounds (where required) and ensure client information is captured accurately.
2) Quotations & Proposals
- Prepare professional, accurate **quotes and proposals** in line with venue packages, menus, and pricing structures.
- Provide alternatives and upsell where appropriate (menu upgrades, beverage packages, venue enhancements), without misrepresenting operational capability.
- Ensure all quotes include relevant terms, deposit requirements, and validity periods.
3) Contracting & Confirmations
- Confirm bookings in accordance with internal procedures and maintain a clear audit trail of approvals and client acceptance.
- Track option dates/expiry dates and follow up to convert tentative enquiries to confirmed business.
- Collect all required event details and deadlines (final numbers, dietary requirements, timing, layout, billing details).
4) Function Sheets / Banquet Event Orders (BEOs)
- Compile and issue accurate **function sheets** / **BEOs** for each event.
- Ensure function sheets include all operational details: timelines, set-up, menus, beverage arrangements, equipment/AV requests, branding/signage notes, special requirements.
- Circulate function sheets to relevant internal departments (kitchen, banqueting ops, bars, reception, finance) within required timeframes.
- Manage version control: update and re-issue function sheets when changes occur; ensure the latest version is clearly marked and distributed.
5) Invoicing, Deposits & Payments
- Raise invoices and/or submit billing requests to finance in accordance with internal controls.
- Communicate deposit and payment schedules to clients and follow up to ensure payments are received on time.
- Reconcile client payments with finance records and notify relevant stakeholders once cleared.
- Ensure credit applications/approvals (where applicable) are completed before confirming credit terms.
6) Internal Coordination & Handover (Non-Operational)
- Conduct a thorough handover of confirmed event details to the banqueting/operations team ahead of the event date.
- Attend internal event meetings when required to confirm final details and minimise operational risk.
- Maintain clear communication between client and internal stakeholders, ensuring expectations are aligned.
7) Administration, Reporting & Filing
- Maintain accurate records for all enquiries, confirmed business, and billing documentation.
- Update the event diary / booking system with correct details and status.
- Prepare basic reports as required (enquiry log, conversion, confirmed revenue, outstanding deposits).
Scope & Boundaries (Important)
- The Banqueting Coordinator **does not execute events** and is **not responsible for on-the-day operational delivery**, staffing, set-up, service management, or breakdown.
- The Banqueting Coordinator’s accountability ends at **accurate contracting, documentation, billing, and operational handover**.
Key Performance Indicators (KPIs)
- Quotation turnaround time and accuracy
- Conversion rate: enquiry to confirmed booking
- Function sheet accuracy (minimal operational errors / rework)
- Deposit and final payment compliance / reduction of outstanding balances
- Client satisfaction on pre-event communication and administration
POSITION INFO:
Required Skills & Competencies
- Excellent written and verbal communication; professional email etiquette
- Strong attention to detail and ability to manage multiple events concurrently
- Confident with numbers, pricing, and basic profit awareness
- Organised, deadline-driven, and able to work under pressure
- Diplomacy and client-service mindset; ability to manage expectations
- Competent in MS Office (Excel/Word/Outlook) and booking/EPOS or event systems (e.g., Opera/S&C, MICROS)
- Clear understanding of invoicing, deposits, and internal controls
Minimum Requirements
- Matric / Grade 12 (minimum)
- 4+ years’ experience in events administration, hotel banqueting sales, conference & events coordination, or similar role
- Experience producing function sheets / BEOs and quotations in a hospitality environment
- Basic finance administration exposure (invoicing, payments, reconciliation)
Preferred Requirements
- Hospitality qualification (hotel school / events management)
- Experience working with group/event billing and credit procedures
- Familiarity with menu costing and beverage package structures
Working Conditions
- Office-based role, standard business hours with occasional flexibility during peak enquiry periods.
- No requirement to be on duty for event execution (unless exceptional business needs arise and are agreed in advance).
