Job summary

To liaise with all clients, ascertaining their requirements and co-ordinating these needs to ensure the successful execution of functions and conferences in a timely manner in accordance with the set standard of The Twelve Apostles Hotel and Spa, with the intention of ensuring that the highest standard of performance and service is achieved by all relevant parties.

Employee Value Proposition:

This is a specialist position that offers routine and predictability with opportunities to apply your technical skills on a daily basis as part of a highly effective team; whilst operating within clearly defined standards and expectations; where your specialist banqueting coordination expertise can be recognised.

Organisational Positioning:

· Department: Revenue

· Reporting to: Groups and Events Manager

· Location: The Twelve Apostles Hotel Premises

Minimum Experience and Qualification Required:

· Grade 12

· 2 years food and beverage experience event coordination experience in a high end environment

· Computer literate with working knowledge of Microsoft Office Outlook, Opera, Micros, Word and Excel

· Highly presentable

· Excellent command of the English language with solid verbal and written communication skills

· Able to work flexible hours including weekends and public holidays

Advantageous Experience and Qualification Desired:

· Hospitality Diploma

· Restaurant hosting or floor management experience

Key Performance Objectives:

To be a Red Carnation Hotel Ambassador by:

Actively living our company mission and values and striving to deliver on our promise of “No Request too Large; No Detail too Small” at all times
Owning and practicing our “Top 12” Service Standards every day in every interpersonal encounter whether with guests, colleagues or suppliers
Ensuring that you are familiar with, and adhere to, the Hotel’s code of conduct as set out in the Employee handbook
Creatively seeking opportunities to surprise and delight our guests by actively listening to them and building positive relationships and emotional connections
Working together with your manager and team to be as effective and productive as possible by accepting constructive feedback and embracing all training and development opportunities made available to you
Being aware of the emergency evacuation, security and fire procedures of the Hotel and to be constantly vigilant of the health, safety and security aspects; and reporting any risks to the Health and Safety Chairperson and/or Security Manager
To actively seize opportunities to minimise our carbon footprint by reducing wastage as much as possible without compromising on guest service standards
To be happy in your work environment, to make constructive observations to improve working conditions and maintain a culture of teamwork and guest orientated service

To work with the Meetings and Events team in accordance with the procedures laid down by the Groups Manager by:

Ensuring harmonious relationships exist with other departments and suppliers by maintaining clear and prompt communication between all parties; and ensuring that all correspondence with clients reflects the professionalism of the company standard and enhances the relationships with key suppliers to The Twelve Apostles
Maximising revenue generating opportunities, whilst enhancing the guest service experience, in accordance with RCH and FORBES Standards
Ensure the accuracy of all reservations to ensure an exceptional guest experience
Liaising with all clients, ascertaining their requirements and co-ordinating these needs to ensure the successful execution of their function, conference, event and accommodation.
Processing all enquiries timeously and efficiently

Key Job Responsibilities

Client Consultation & Planning

o Initial Inquiry: Manage client queries via phone, email, or in-person, and conduct venue site inspections.

o Event Design: Work directly with clients to plan menus, room layouts, décor, and audiovisual requirements.

o Documentation: Compile guest information into detailed function sheets outlining all event specifics.

· Cross-Departmental Communication

o Kitchen & F&B: Coordinate with chefs and F&B managers to ensure dietary requirements and service capacities are met.

o Operations: Brief banquet managers and teams on event timelines and guest preferences.

o Front of House: Coordinate with the front of house operations team to ensure that rooming lists, group information packs, registration, billing, etc is correct.

o Vendor Relations: Manage external suppliers for delivery, setup, and teardown logistics.

· Event Execution & Supervision

o Setup Verification: Inspect venue spaces to confirm layout, lighting, and cleanliness meet standards.

o On-Site Troubleshooting: Serve as the main point of contact during events, resolving client concerns and last-minute changes.

o Guest Relations: Welcome hosts and ensure a hospitable environment throughout the function(s) and/or stay.

· Administration & Financials

o Diary Management: Track confirmed and provisional bookings in reservation systems (Proposales and Opera Osem).

o Budget & Billing: Process payments, manage deposits, and prepare invoices in line with company credit policies.

o Post-Event Follow-up: Conduct client debriefings, secure account sign-offs, and gather feedback to evaluate event success.

· Revenue Optimization

o Upselling: Apply consultative skills to upsell menus, day conference packages, beverages, and room types, maximizing revenue opportunities.

o Follow-ups: Ensure timely follow-ups on all files and quotes to increase conversion rates.

o Forecasting: Collaborate with departmental and revenue managers to record accurate figures and support reliable forecasting.

· Sales Support

o Liaise with the hotel sales team on enquiries and status updates, providing support to assist with file conversions.

What's in it for you?

Professional, award winning learning and development opportunities from day one.

Fantastic recommend a friend and family bonus scheme of R1000.

Eligible employees will receive one-third of their salary during parental leave. Permanent employees qualify for this benefit after completing one year of service and may apply twice within a five-year period.

Discounted accommodation rates at Red Carnation Hotels worldwide.

Two paid volunteering days each year, because we care about our community.

Access to immediate Employee Assistance Programme, because we care about our employees.

Vibrant hotel recognition events every month and hotel-based incentives (Employee of the Month / Manager of the Quarter).

Social and team building events per hotel.

1 Meal Per shift

Complimentary uniform and dry-cleaning services.

Complimentary Staff transport services

NB: PREFERENCE WILL BE GIVEN TO EMPLOYEES FROM THE DESIGNATED GROUPS WITH THE PROVISIONS OF EMPLOYMENT EQUITY ACT, NO. 55 OF 1998.

Banqueting Coordinator