Events Co-Ordinator

SUMMARY:
Are you passionate about creating unforgettable experiences? Do you thrive in a fast-paced, detail-driven environment where every event is a chance to tell a story? A leading luxury hospitality group in South Africa, is looking for a dynamic Events Coordinator to join our team.

With a portfolio of exceptional hotels, residences, and venues in iconic destinations, they craft experiences that linger long after the last toast. If you're a creative, organized, people-loving professional ready to take events to the next level — this is your stage.

Knysna | PERMANENT | NEGOTIABLE

POSITION INFO:
Qualifications

• Degree in hospitality management or public relations.
• Proven experience in event planning or event coordination in a corporate environment.

• Planning and organization.
• Decision-making skills.
• Creative and Critical thinking.
• Written communication.
• Public speaking.
• Leadership skills.
• Time management.
• Networking skills.
• Good communication skills.

• Minimum 2-3 years’ experience in a similar position

• Superior knowledge of all operations assets, venues, properties and details to ensure thorough sales and planning of events
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Communications and Media - Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
• Transportation - Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
• Policies and Procedures
• Ensure superior knowledge of all policies and procedures as below (but not limited to)
• Event and group contracts
• Booking terms & conditions – per product and venue
• Commission terms & conditions
• Special offer terms
• Quotation, invoicing and payment procedures

• Product development, sales and operational delivery of the event concept
• Assist in driving sales through launching of new product packages, opening key accounts and cross selling to maximize market share for the group
• Monitor and increase sales of all facilities
• Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems
• Oversee Activities - From the design of a new logo to outlets where company literature will be placed, sales and marketing coordinators have their hands on just about anything that relates to the image. They also play a role in deciding things such as which conventions sales staff should attend, where product samples should be distributed, or which incentive programs might best attract customers.
• Provide Reports- Management wants to see the results of various initiatives. Sales and marketing coordinators gather pertinent information and organize it into visual or written presentations.

• The events department is responsible for the coordination of
  • All event venue bookings including The Rotunda, Media Room, Boardroom, Conference Room, Tides, Sandy B and Loft
  • Handling all bookings for special events, including (but not limited) to Valentines, Mother’s Day, Father’s Day, Xmas, New Years
• Ensure all coordination, billing and event procedures are adhered to according to company procedures and policies
• Ensure all enquiries are responded to speedily, efficiently, correctly and in a professional manner.
• Ensure all client requirements are met.
• Ensure maximum occupancy of venues and sales.

• Assist in managing relationships with key external suppliers
• Develop close working relationships with key functions and internal suppliers within the group
• Develop and manage relationships with PCO’s and key multi-national clients
• Research and keep up-to-date with all banqueting equipment, methods and techniques
• Assistance with operational and level stock control
• Awareness of health and fire regulations regarding food preparation and serving, and building maintenance in all banqueting facilities
• Keep up-to-date with latest trends and implementation
• Meticulous coordination of all details of events to clients satisfaction
• Perform operational shifts within the F&B outlets during high occupancy times within the hotel (according to operational requirements)
• Manage and ensure maintenance of operating equipment for the department
• Prepare reports as required by the company

• Adopting a “can do” attitude with regards to guest enquiries and ensuring this is implemented throughout the department
• Ensuring guest satisfaction at all times
• Investigate and resolve complaints
• Reporting of the department issues accordingly