Banqueting CoOrdinator

The Sun International brand has a proud legacy in the gaming, hospitality and entertainment sector. Its superior hotels and resorts portfolio makes it a recognized premium brand. The Sun International Group has a diverse portfolio of assets including world class five star hotels, modern and well located casinos, and some of the world’s premier resorts. Our destinations offer experiential luxury, enduring quality and incredible adventure, supported by an authentic dedication to personal service. Today, Sun International is one of Africa’s largest tourism, leisure and gaming groups and operates or has an interest in a total of 18 resorts, luxury hotels and casinos. Our entry into Latin America began in Chile in 2008 and has been a success story for the Group, giving us the track record and confidence to look for more opportunities that offer gaming opportunities in the region. Sun International’s Latin American portfolio (Monticello Grand Casino in Chile, the Ocean Club Casino in Panama and the Sun Nao Casino in Colombia) has now been merged with the casino and hotel portfolio of Chile-based leader in the gaming and entertainment industry, Dreams SA, making it the largest gaming company in Latin America with operations in Chile, Peru, Colombia and Panama. Our approach has been to differentiate our hotels, resorts and casinos in architecture, service, experience, location and the mix of entertainment and activities. Creating lasting memories for our guests and customers is a core part of our DNA. We’ve created some the world’s most iconic hotels from The Palace of The Lost City at Sun City to The Table Bay Hotel in Cape Town. The creative architecture of these properties and the blending of their designs with their local environment make each property unique. We are committed to the development of all our employees and we make sure that equal opportunities and economic empowerment form the backbone of our human resource practices.Job Purpose Sun International is looking for a Banqueting Co-ordinator to join our Food & Beverage team. The successful candidate will be responsible to be the point of contact for the business unit's conferencing business and to plan and coordinate multiple aspects of the Unit's banqueting operations, including liaising with conferencing clients with regards their banqueting / event requirements; coordinating pre-conference meetings / billing instructions with clients; co-ordinating and communicating function plans and providing administrative support to the department. Key Performance Areas Accept requests for bookings from banqueting sales and Groups and Events and cross check detail against client requirements: Group size Venue Size Entertainment Catering Welcome drinks Billing Document booking and confirm with sales / client. Update system with bookings, special requirements and any amendments. Communicate amendments to relevant stakeholders Send out pre-con meeting notifications in advance (within reasonable time period to accommodate delegates) with relevant F&B stakeholders (relevant team / kitchen). Complete and distribute function sheets timeously Book meeting venues according to meeting requirements - number of people, equipment, times, access to floor, accessibility, refreshments, and time frames. Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc. Arrange catering in line with RSVP's and dietary requirements of the attendees. Co-ordinate set-up of venues with 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 banqueting department and other relevant stakeholders Liaise with sales on any challenges being experienced for resolution with the client Attend pre-con meetings if required Follow-up on special requests and preparations for events Compile and distribute billing instructions on event to relevant banqueting department Cross-check expenses against billing instruction 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. Make sure 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 Management of the fee invoice and payment paperwork trail. Job Requirements 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, have an open attitude perform similar functions to those contained in this document, in alternative outlets due to operational requirements