SUMMARY:
1. Position Overview
The Meetings & Events Manager is responsible for the full reservations process for group bookings and planning of the group’s stay. The candidate needs to ensure seamless communication between clients and the property, delivering exceptional five-star experiences that align with Qwabi’s brand and service standards. The ideal candidate has operational experience that will assist in the planning process, is highly organised, proactive, confident in planning complex itineraries and managing multiple stakeholder requirements.
2. Key Responsibilities
Event & Group Booking Process
Manage all enquiries via email correspondence.
Suggest and Design detailed event itineraries tailored to guest requirements and in line with operational guidelines.
Prepare event quotes and contracts.
Maintain accurate records, documentation, and filing systems.
Use OPERA for reservations, block management, billing, and room allocations.
Coordinate invoicing and ensure correct financial reconciliation post-event.
Plan arrival and departure processes for groups, ensuring smooth flow, accurate rooming lists and operationally viable itineraries.
Revenue & Sales Support
Maximise revenue potential through effective upselling, yield management, and accurate forecasting.
Collaborate closely with the Sales team on rates, packages, and event proposals.
Contribute to annual budgeting for groups and events.
Client Relationship Management & Site inspections
Serve as the primary point of contact for group organisers and event planners prior to their arrival at the property.
Conduct site inspections and provide professional proposals and quotations.
Maintain strong relationships with agents, tour operators, and corporate clients.
Provide excellent pre-arrival communication and support.
Check-in with organisers and agents whilst on-site and troubleshoot issues in real time by working closely with the lodge managers.
Operational Delivery
Hand over the event logistics to the Management team, ensuring all departments (Front Office, F&B, Kitchen, Housekeeping, Safari Team, Maintenance) are aligned and prepared for the group’s arrival.
3. Required Skills & Competencies
Minimum 5 years of experience in groups/events management within a luxury lodge, hotel, or hospitality environment.
Strong administrative and organisational skills with high attention to detail.
Experience handling complex itineraries, multi-day events, and VIP clientele.
Excellent interpersonal and communication skills.
Ability to work under pressure, multitask, and meet deadlines.
Proficient in Microsoft Office (Excel, Word, Outlook).
OPERA PMS experience is a strong advantage.
Professional, calm, and solutions-driven approach.
Strong leadership and coordination ability across multiple departments.
POSITION INFO:
Hospitality, Tourism or Events Management qualification preferred.
Valid driver’s licence.
Experience in a game reserve or remote lodge environment beneficial.
