Banqueting CoOrdinator

In brief

**Overview** Sun International is seeking a Banqueting Co-ordinator to join their Food & Beverage team. This role serves as the primary point of contact for the business unit’s conferencing operations, with a core responsibility to plan and coordinate various aspects of the Unit’s banqueting activities. This includes liaising with conferencing clients regarding their banqueting/event requirements, coordinating pre-conference meetings and billing instructions with clients, co-ordinating and communicating function plans, and providing administrative support to the department. **What you will do** * Accept requests for bookings from banqueting sales and Groups and Events and cross-check detail against client requirements, including group size, venue size, entertainment, catering, welcome drinks, and billing. * Document bookings and confirm with sales/client. * Update the system with bookings, special requirements, and any amendments. * Communicate amendments to relevant stakeholders. * Send out pre-conference meeting notifications in advance within a reasonable time period to accommodate delegates with relevant F&B stakeholders and the kitchen team. * Complete and distribute function sheets timeously. * Book meeting venues according to meeting requirements, including number of people, equipment, times, access to floor, accessibility, refreshments, and time frames. * Co-ordinate required equipment and ensure all are in working order (e.g., Air Conditioning, Laptop, Proxima). * Arrange catering in line with RSVPs and dietary requirements of the attendees. * Co-ordinate set-up of venues with the banqueting team. * Co-ordinate the set-up of additional equipment, décor requirements, and/or entertainment requirements via external providers if required. * Communicate function sheets to the banqueting department and other relevant stakeholders. * Liaise with sales on any challenges being experienced for resolution with the client. * Attend pre-conference meetings if required. * Follow-up on special requests and preparations for events. * Compile and distribute billing instructions on events to the relevant banqueting department. * Cross-check expenses against billing instructions. * Develop a filing system that enables others in the department to be able to access required documents including records of staff schedules, function sheets, etc. * Ensure that all relevant documents and copies of events/invoices can be sourced effortlessly electronically and/or manually. * Keep files, records, and reports for the department. * Troubleshoot and resolve issues with assigned clients. * Coordinate the flow of paper and electronic documents to the appropriate parties. * Manage the fee invoice and payment paperwork trail. **Requirements (from the original advert)** * **Education:** Hotel School Diploma * **Experience:** 2 years’ experience in banqueting or events co-ordination * **Skills and Knowledge:** * **Core Behavioural competencies:** Problem Solving, Selling skills, Planning, Clerical / Admin, Collecting Information (listening; asking questions), Team co-operation, Dealing with Customers, Following Instructions, Attention to detail, Emotional resilience, Presentable. * **Technical competencies:** English written & verbal communication skills, Numerical skills (calculations), Food & Beverage Product Knowledge, Banqueting set-ups and product knowledge, Menu knowledge, Proficient computer skills, Operating equipment usage and storage, Upselling skills. * **Work Conditions & Special Requirements:** Ability to work shifts that meet operational requirements, Mobility and ability to move around as per job requirements (including with the use of aids), Physically able to move operating equipment, and an open attitude to perform similar functions in alternative outlets due to operational requirements. **Who should apply** An ideal candidate for this role will hold a Hotel School Diploma and possess a minimum of two years of experience in banqueting or events coordination. The individual should demonstrate strong organizational, planning, and administrative abilities, alongside excellent communication and problem-solving skills. They must be customer-focused, detail-oriented, and capable of working effectively in a team environment. The role also requires someone who is adaptable, resilient, presentable, and willing to work shifts, with the physical capacity to move operating equipment and maintain mobility as required by the job. **Deadline** Not specified **Reference** Original posting: https://www.myjobmag.co.za/job/banqueting-coordinator-sun-international Source: myjobmag

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At a glance

• At least 2 years of experience.

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