CONFERENCE AND EVENTS COORDINATOR
Somerset West, Heldervue


Accountable to:

- Sales & Marketing Manager

- Conference and Banqueting Manager

- Food & Beverage Manager



Liaise with:

- Assistant Conference and Banqueting Manager

- Conference and Banqueting staff

- Reservations with regards to accommodation in connection with functions

- Accounts Department

- Front office with regards to signage and directions for clients

- Sales and Marketing coordinator



Key Responsibilities and Duties include but are not limited to:

To screen all incoming phone calls, emails and incoming faxes.
To discuss the function with a client, ascertaining and noting his/her exact needs.
To be constantly aware of new business opportunities and actioning them by forwarding information onto The Sales Department.
To ensure that a maximum yield of all the venues is obtained.
To monitor and control tentative confirmed function and restaurant bookings. Tentative bookings are to be given a 7 day provisional status, in writing to the client, before guarantee is due. The due date is to be diarized and followed up. Should no confirmation be forthcoming this booking should be released without further consultation.
Restaurant bookings:
To ensure that all bookings are confirmed with a deposit and signed contract before due date stipulated in the contract.
To make sure that final numbers of the attending guests is obtained 72 hours prior to the function in writing and notification is given to the Chef for ordering purposes. The client is to be made aware of full cancellation charges as per contract.
To ensure the timeous distribution of functions sheets with ALL the details pertinent to the function including the account numbers to which postings are to be made. This information is to be distributed to the relevant departments. Any menu selections or variations thereof are to be attached to the function sheets of the Chefs and Restaurant Managers.
To ensure that an accurate printed bill is sent to the client after a function has been held and that accounts are in possession of the necessary documentation pertaining to the function.
To keep the Banqueting Manager informed about any special requirements of potentially “difficult” clients.
To be available to conference organisers and any clients for the viewing of the premises at all times.
To ensure a sufficient stock of stationery is held (i.e. menu covers, info packs….)
To be fully aware of the specifications of all marketable venues at NH The Lord Charles.
To assist and participate in all Conference and Banqueting communication meetings in order to discuss with all new changes and practices taking place and discuss any problems or suggestions in the department.
To recommend updates of NH The Lord Charles policies and procedures, in order to maintain high standards and provide the best possible service to guests, and implement improvements where required.
To oversee any complaints or problem solving within the department, and to be available to offer guidance or assistance where necessary.
Handle any guest problems or complaints, and bring any serious complaints to the attention of the Banqueting and Food and Beverage Managers.
Be familiar with the emergency evacuation, security, and fire procedures of the hotel.
To complete any reasonable request from Hotel Management.
The position of Conference and Banqueting Co-ordinator is an office-based function and the telephones must be manned at all times.
Maintains the highest degree of personal appearance and hygiene at all times.
Be aware of, and abide by, all rules of the Employees Handbook.
To devote all working efforts for the good of the hotel.
Deals with guests in a friendly and polite manner, offering a high standard of service at all times.
To attend seminars and training courses as and when directed.


Among other you will acquire the following company benefits:-

Staff meals and Free Wi-Fi in canteen
50% Company Contribution towards Discovery Health Medical Aid for you and your family (option of your choice).
50% Company Contribution towards Health4Me which a more affordable primary health care product, should Discovery Health Option not be chosen – the product offers premium day-to-day healthcare through the private medical practitioners of the CareCross Health Group – a national network of GP’s, radiologists, pathologists, dentists and optometrists. Spouses and children optional to add and will enjoy 50% contribution.
Staff uniforms
Pension with death benefits inclusion
Annual pro-rate bonus (over 36 months, in service at 30/11)
Lifesense, HIV-P3 Aids Preventative Protection Programme
NH-employee F&B and Room Discounts
Discounted Accommodation Rates
10% Discount at the Skin & Beauty Salon
Free Eye Testing every 2 years (next testing 2020)