Polokwane: Banqueting Coordinator posted by Fusion Boutique Hotel

We are seeking a dynamic and detailed-oriented Banqueting Coordinator to join our team at a luxury hospitality establishment. The Banqueting Coordinator is responsible for the administration and client liaison for all banqueting and event enquiries from initial contact through to final completion. This position focuses on client communication, quotations, function sheets, invoicing and payment follow-up to ensure events are accurately contracted and handed over to the operations team. This is not an event execution role: the Banqueting Coordinator will not set up, run, or be on duty for events, and will not manage service on the day. Key Responsibilities 1) Client Liaison & Enquiry Handling – Receive and respond to event/banqueting enquiries via email, phone, and walk-ins within agreed turnaround times. – Qualify client requirements (date, time, numbers, set-up style, menu preferences, bar requirements, AV basics, special requests). – Arrange site inspections/venue showarounds (where required) and ensure client information is captured accurately. 2) Quotations & Proposals – Prepare professional, accurate quotes and proposals in line with venue packages, menus, and pricing structures. – Provide alternatives and upsell where appropriate (menu upgrades, beverage packages, venue enhancements), without misrepresenting operational capability. – Ensure all quotes include relevant terms, deposit requirements, and validity periods. 3) Contracting & Confirmations – Confirm bookings in accordance with internal procedures and maintain a clear audit trail of approvals and client acceptance. – Track option dates/expiry dates and follow up to convert tentative enquiries to confirmed business. – Collect all required event details and deadlines (final numbers, dietary requirements, timing, layout, billing details). 4) Function Sheets / Banquet Event Orders (BEOs) – Compile and issue accurate function sheets / BEOs for each event. – Ensure function sheets include all operational details: timelines, set-up, menus, beverage arrangements, equipment/AV requests, branding/signage notes, special requirements. – Circulate function sheets to relevant internal departments (kitchen, banqueting ops, bars, reception, finance) within required timeframes. – Manage version control: update and re-issue function sheets when changes occur; ensure the latest version is clearly marked and distributed. 5) Invoicing, Deposits & Payments – Raise invoices and/or submit billing requests to finance in accordance with internal controls. – Communicate deposit and payment schedules to clients and follow up to ensure payments are received on time. – Reconcile client payments with finance records and notify relevant stakeholders once cleared. – Ensure credit applications/approvals (where applicable) are completed before confirming credit terms. 6) Internal Coordination & Handover (Non-Operational) – Conduct a thorough handover of confirmed event details to the banqueting/operations team ahead of the event date. – Attend internal event meetings when required to confirm final details and minimise operational risk. – Maintain clear communication between client and internal stakeholders, ensuring expectations are aligned. 7) Administration, Reporting & Filing – Maintain accurate records for all enquiries, confirmed business, and billing documentation. – Update the event diary / booking system with correct details and status. – Prepare basic reports as required (enquiry log, conversion, confirmed revenue, outstanding deposits). Scope & Boundaries (Important) – The Banqueting Coordinator does not execute events and is not responsible for on-the-day operational delivery, staffing, set-up, service management, or breakdown. – The Banqueting Coordinator’s accountability ends at accurate contracting, documentation, billing, and operational handover. Key Performance Indicators (KPIs) – Quotation turnaround time and accuracy – Conversion rate: enquiry to confirmed booking – Function sheet accuracy (minimal operational errors / rework) – Deposit and final payment compliance / reduction of outstanding balances – Client satisfaction on pre-event communication and administration Required Skills & Competencies – Excellent written and verbal communication; professional email etiquette – Strong attention to detail and ability to manage multiple events concurrently – Confident with numbers, pricing, and basic profit awareness – Organised, deadline-driven, and able to work under pressure – Diplomacy and client-service mindset; ability to manage expectations – Competent in MS Office (Excel/Word/Outlook) and booking/EPOS or event systems (e.g., Opera/S&C, MICROS) – Clear understanding of invoicing, deposits, and internal controls Minimum Requirements – Matric / Grade 12 (minimum) – 4 years’ experience in events administration, hotel banqueting sales, conference & events coordination, or similar role – Experience producing function sheets / BEOs and quotations in a hospitality environment – Basic finance administration exposure (invoicing, payments, reconciliation) Preferred Requirements – Hospitality qualification (hotel school / events management) – Experience working with group/event billing and credit procedures – Familiarity with menu costing and beverage package structures Working Conditions – Office-based role, standard business hours with occasional flexibility during peak enquiry periods. – No requirement to be on duty for event execution (unless exceptional business needs arise and are agreed in advance).