Groups Events CoOrdinator Gauteng

BRIEF DESCRIPTION:-

The Groups & Events Coordinator at Sun International is responsible for planning, executing, and delivering events and conferences, ensuring client satisfaction and brand promotion. Key responsibilities include managing logistical arrangements, coordinating with vendors, and maintaining detailed records. Essential requirements include a Grade 12 diploma, experience in hotel or event management, and strong communication and organizational skills.

Job Title: Groups & Events Coordinator

Company: Sun International

Job Purpose

The Groups & Events Coordinator plays a pivotal role as the principal client liaison for the meticulous planning, execution, and delivery of all events and conferences within the business unit. The objective of this role is to elevate the brand's stature and establish the property as the premier venue for conferences, guaranteeing outstanding event outcomes and client contentment.

Key Performance Areas

Group & Event Coordination

• Oversee and market logistical arrangements, encompassing transportation, lodging, and food and beverage provisions. • Conduct venue and facility tours for clients, showcasing the available options. • Keep abreast of current conferencing and event facilities and offerings. • Participate in pre-event consultations to grasp client requirements. • Propose solutions matching client needs and liaise with third-party vendors for decorations, floral arrangements, entertainment, music, and other event necessities. • Spot and capitalize on upselling chances. • Integrate billing instructions into function sheets and oversee event-related expenses. • Distribute function sheets to relevant departments and stakeholders. • Maintain precise records of all client communications to safeguard and promote the brand. • Address and resolve client inquiries and issues in line with contractual obligations, escalating matters as required.

Event Delivery & Execution

• Assemble comprehensive event schedules reflecting customer specifications. • Confirm venue arrangements, including technical setups like lighting and sound. • Guarantee that catering, décor, entertainment, and other event elements meet client expectations. • Coordinate any necessary changes with operational departments prior to the event's start. • Track and address maintenance and IT requests to promptly resolve technical concerns. • Maintain regular communication with stakeholders about changes, challenges, and potential risks. • Escalate unresolved issues when necessary. • Update and distribute final function sheets with event modifications. • Conclude post-event administration, including compiling event reports, attendance records, and billing documents.

Stakeholder Engagement

• Collaborate with clients to discern event requirements, opportunities, and obstacles. • Work with suppliers and contractors to fulfill event demands while keeping costs within budget. • Partner with suppliers during the development and implementation of conference and event solutions. • Coordinate with internal teams such as Food & Beverage, Security, Gaming, Banqueting, and Operations for smooth event execution.

Participate in post-event assessments with Events and Banqueting Management to evaluate outcomes and pinpoint areas for improvement.

Job Requirements

Education

• Grade 12 (Matric) diploma. • A 3-year Diploma in Hotel Management is advantageous.

Experience

• 1-2 years of experience in a hotel setting. • Event management experience is beneficial.

Skills and Knowledge

• Expertise in event planning and coordination. • Proficiency in event management. • Robust verbal and written communication skills in English. • Business acumen. • Networking and relationship-building capabilities. • Financial awareness. • Emotional resilience and the capacity to thrive under pressure. • Proficient in computer applications, including MS Office and Opera. • Professionalism and customer-service orientation.