Event Co-ordinator

Job Description:

Responsible for all events, marketing and assisting in the F&B department at the club. Directly manage the clubs event enquiries from start to finish, activate social events at the club and implement a social media & marketing strategy. Plan and implement budgets relating to the event department, train and supervise subordinates and apply relevant marketing principles to assure that the wants and needs of club members and guests are consistently exceeded.

Responsibilities:

Events management and Co-Ordinating:

• Handle all queries regarding private functions and club events.

• Responds timeously to client’s emails and enquiries.

• Responsible for the creation and collaboration between departments to record accurate function sheets in preparation for all events where a function sheet is required.

• Responsible for organising festive season programme and kids activities during this time as well as during school holidays throughout the year.

• Work closely with F&B with regards to planning and coordinating weddings/functions.

• Take responsibility with the support of all senior management to handle access for private functions and club events where required.

• Meet with the clients for all function types to determine needs, meeting those needs and exceeding their expectations through detailed communication with client and support staff from planning to execution of the event.

• Setting up of site visits for potential clients to show them the venues and facilities as well as to discuss various packages and specials available.

• Creating and managing relationships with local suppliers to ensure the offering for all events is first class to our members and guests.

• Handling all requirements for private functions from start to finish.

• Responsible for liaising with Zimbali HOA on all security/access requirements for events and functions.

Food and Beverage:

• Stand in as assistant F&B manager when the F&B manager is off duty.

• Perform stock management checks and ensure policies are followed at all times.

• Perform all duties as laid out by the General Manager & F&B manager as well as any other departmental manager as authorised by the GM from time to time.

• Be visible as often as possible, ensuring interaction with aiming to meet and greet all members coming through the facility on a daily basis.

• Always display a calm & courteous demeanour to customers.

• Represent leadership and teamwork within the department.

• Ensure strong communication between yourself and the F&B manager.

Marketing & Social Media:

• Maintain weekly the clubs social media, newsletters & monthly bush telegraph articles.

• Create content for social story telling by spending 15 – 20 minutes a week with each department including outsourced providers to “interview” and generate valuable content.

• Minimum requirements from the marketing/social media perspective:

  • 1 daily social media post to all platforms the club has;

  • Weekly blasts promoting specific events at the club;

  • Monthly newsletter with full content from each department;

  • Liaise with Zimbali HOA to have content pushed through their marketing channels as well;

  • Manage and promote club events via the club WhatsApp line.

  • Manage messages received via the clubs social media platforms on a daily basis.

  • All communication that is sent out must be broadcast via the different platforms available.

• Ensure that our communication is received by Zimbali Estate and the HOA is always given the necessary details to assist with marketing our events.

Requirements and skills:

• Maintains composure under pressure and always remain professional.

• Always follows up with enquiries, proposals, and invoices.

• Drawing up and issuing contractual documents, and ensures clients adhere to the payment procedures as specified by the contracted terms and conditions.

• Finalises the event bills accurately and timeously, follow up and track outstanding payments as well as the recon for the wedding/function afterwards.

• Develop, manage and update events calendar in advance. This includes liaising with estate facilities and noting what events are happening on the remainder of the estate.

• Follow up on contract sent to client to ensure the signed contract gets returned timeously and pays deposits within required time frames.

• Maintain a tracking system to ensure on-going contact with existing client base and development of new clients through advertising and social media.

• Keep accurate record of all meeting details and plans discussed leading up to all events.

• Conduct mock set ups and food tastings if necessary.

• Maintains detailed files (digital) for each wedding/function whether private or club run.

• Work with the Food & Beverage Manager and the Chef to establish profitable and competitive wedding/event menus that meet the client’s needs.

• Adhere to all the various written mandatory standards of operations, policies and procedures, manuals, memos, oral instructions, etc., all of which go to make up the essential functions of the job.

• Attendance and running of all required “BEO” meetings.

• Professional appearance maintained by self and all private event personnel.

• Create, update, and distribute wedding/function sheets weekly.

• Update the event calendar on a weekly basis.

• Understands the budgetary reports to ensure that there is clarity around what the budget is and what must still be achieved.

• Assist with the annual budgets with regards to the weddings and functions department as well as a marketing strategy.

• Coordinates with outsourced suppliers i.e., Photographers, DJ/Entertainment and Décor companies.

• Liaise internally with departmental managers to build and create interest in the communication sent to members.

• Obtain feedback/testimonials from clients to ensure satisfaction.