Job Description

Village N Life is a leading Tourism and Hospitality Management Company based in the beautiful Camps Bay.

If you thrive on a company culture that focuses on growing their employees through career advancement and excellent staff incentives, this is the company for you.

We are currently searching for an Events Co-Ordinator to join our dynamic team.

Minimum Requirements:

• Hotel Management / Events Management Qualification (advantageous)
• At least 2 years experience in the same or similar position
• Proven experience in event planning / co-ordination in a corporate environment

Skills:

• Planning and organising
• Decision-making skills
• Creative and Critical thinking
• Public Speaking
• Leadership skills
• Time Management
• Networking Skills
• Good communication skills

Main requirements of the position:

Product Knowledge:

• Superior knowledge of all operations assets, venues, properties and details to ensure thorough sales and planning of events
• Customer and personal service - knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Communications and Media - Knowledge of media production, communication and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral and social media
• Transportation - Knowledge of principles and methods for moving people or goods by air, rail, sea or road, including the relative costs and benefits
• Policies and procedures

• Event and group contracts
• Booking terms and conditions - per product and venue
• Commission terms and conditions
• Special offer terms
• Quotation, invoicing and payment procedures

Sales and Marketing

• Product development, sales and operational delivery of the event concept
• Assist in driving sales through launching new product packages, opening key accounts and cross selling to maximise market share for the group
• Monitor and increase sales of all facilities
• Knowledge of principles and methods for showing, promoting and selling products or services. This includes market strategy and tactics, product demonstration, sales techniques and sales control systems
• Oversee activities - from the design of a new logo to outlets where company literature will be placed, sales and marketing coordinators have their hands on just about anything that relates to the image. They should also play a role in deciding things such as which conventions sales staff should attend, where product samples should be distributed, or which incentive programs will attract the best customers
• Provide reports - Management wants to see the results of various initiatives. Sales and marketing co-ordinators gather pertinent information and organise it to visual or written presentations

Co-ordination

• The events department is responsible for the coordination of:

• All event venue bookings of all properties, including The Bay Hotel, The Camps Bay Retreat, Pezula Nature hotel and Spa, The Farmhouse Hotel and Harbour House Hotel
• Handling all bookings for special events, including, but not limited to, Valentines day, Mother's Day, Father's day, Christmas, New Years
• Ensure all coordination, billing and event procedures are adhered to according to company policies and procedures
• Ensure all queries are responded to speedily, efficiently, correctly and in a professional manner
• Ensure all client requirements are met
• Ensure maximum occupancy of venues and sales

Operations

• Assist in managing relationships with key external suppliers
• Develop close working relationships with key functions and internal suppliers within the group
• Develop and manage relationships with PCO's and key multi-national clients
• Research and keep up to date with all banqueting equipment, methods and techniques
• Assistance with operational and level stock control
• Awareness of health and fire regulations regarding food preparation and serving, and building maintenance in all banqueting facilities
• Keep up to date with the latest trends and implementation
• Meticulous coordination of all the details of events to client satisfaction
• Perform operational shifts within the F&B outlets during high occupancy times within the hotel (according to operational requirements)
• Manage and ensure maintenance of operating equipment for the department
• Prepare reports as required by the company

Guest Relations

• Adopting a 'can-do' attitude with regards to guest enquiries and ensuring this is implemented throughout the department
• Ensuring guest satisfaction at all times
• Investigate and resolve complaints
• Reporting of the department issues accordingly

Financial

• Ensure that costs are kept to a minimum (whilst providing a satisfactory product)
• Awareness of all the costs for the event
• Ensure staff costs are accurate
• Review financial transactions to ensure that expenditures are authorised and budgeted
• Ensure all accounts are charged and followed up accordingly

Staff management

• Staff management with regards to the set up and operations of an event.

Due to the large volumes of applications received, only candidates that meet the minimum requirements will be contacted.

If you have not heard from us in 2 weeks, please consider your application unsuccessful.

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