Functions Coordinator

PRIMARY PURPOSE
To effectively coordinate the requirements of the client to ensure the successful execution of the function
at the Club.

KEY RESPONSIBILITIES
? The co-ordination of function bookings from inception to conception. These constitute Conferences,
Dinners, Product Launches, Lunches, Meetings, Children’s Parties etc.
? Recording of booking details accurately from organizers/members for functions, recording it onto a
function sheet, diarising and then to hand to Functions Secretary for confirmation.
? Setting up of appointments with organizers to discuss in detail procedures and facilities available and
ensuring that there is full disclosure of such.
? To show clients various facilities available and to advise and discuss each room.
? To advise, discuss choice of menus provided as well as alcoholic/non-alcoholic requirements and also
to make organizer aware of the various rules of the Club.
? To discuss the entertainment, flowers, linen and other décor or requirements.
? Confirming all final details including numbers with organizer well in advance of the function.
? Meet and greet on the morning of each new function.
? To monitor and control provisional bookings.
? Responsible for all typing up of all data gathered for distribution on a weekly basis – Function sheets.
? Assist in setting up the annual budget to ensure accurate forecasting and meeting of said budget.
? Responsible for monthly forecasting of turnover received pertaining to functions.
? Attend meetings where necessary.
? To ensure that there is a constant awareness of the competition’s prices, menus etc. and to action
these. To liaise with project Duty manager and Head chef on updating function menus and to initiate any
changes or requests.
? Attend weekly food and beverage meetings.
? To attend weekly Head of department meetings.
? Responsible for the preparation of all function sheets to inform all departments of the weekly
functions.
? Liaising with the club’s operating staff i.e.: function requirements, changes or additional
requirements.
? Ensure that all functions are detailed, distributes and changes are made timeously on a daily basis
ensuring that all functions are detailed according to organizers specifications.
? Able to take and write up meeting minutes.
? Complete additional administrative tasks as allocated by Management.
? Relieves other Coordinators as and when necessary.

PERSONAL ATTRIBUTES & SKILLS
? Excellent interpersonal and customer service skills.
? Knowledge of food and catering background/understanding.
? Strong communication skills (written and verbal) and strong negotiation skills.
? Attention to detail and excellent organizational skills.
? Ability to follow projects through to completion.
? Problem-solving skills, the ability to work under pressure and meet deadlines.
? Computer literate and fluent in MS Office packages.
? Available to work on weekends.
? Valid driver’s license and own transport.
? Creativity is an advantage.

MINIMUM / PREVIOUS EXPERIENCE
? At least 3 years of function coordinating experience.