Job Description
About the Role
We are seeking a dynamic and detailed-oriented Banqueting Coordinator to join our team at Fusion Boutique Hotel, a luxury hospitality establishment. The successful candidate will be responsible for the administration and client liaison for all banqueting and event enquiries from initial contact through to final completion.
Key Responsibilities
- 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.
- 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.
- 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).
- 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.
- 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.
Requirements
- 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
Qualifications
No formal qualifications are required for this role.
Salary & Benefits
Salary details will be discussed during the interview process.
How to Apply
Click the green “Go Apply” button below to apply directly online with the employer.
About Catering / hospitality Jobs in Capricorn
The catering and hospitality industry in Capricorn is generally thriving, with a strong demand for skilled professionals to manage restaurants, hotels, and other establishments. Typically, this field offers a dynamic work environment with opportunities for career growth and advancement.
Salaries in the catering and hospitality sector can vary widely depending on factors such as experience, company size, and industry sector. Generally, entry-level positions typically offer salary ranges of R200 000 – R400 000 per annum, while more senior roles can command salaries upwards of R600 000 – R1 million per year or more. However, these figures are only a rough guide, and actual salaries may differ based on individual circumstances.
Common skills required for careers in catering and hospitality include excellent communication and interpersonal skills, attention to detail, and the ability to work well under pressure. Typically, a degree in hospitality management or a related field is also highly valued. Other essential skills include food safety and hygiene certification, inventory management, and basic accounting principles. Many employers also place a high premium on leadership and management skills, as well as experience working with technology and social media.
The catering and hospitality industry is often linked to various sectors, including financial services, tourism, and education. These industries frequently employ professionals in this field due to the need for managed services and event planning. Furthermore, the growing popularity of fine dining and boutique hotels also presents opportunities for career advancement within this sector.
For those seeking a career in catering and hospitality, there are typically various paths available for development and progression. Many employers offer training and development programs to help employees build new skills and move into more senior roles. Common career progression routes include becoming department heads, managing restaurants or hotels, and even moving into executive positions. With experience and the right training, professionals in this field can enjoy a rewarding and successful career.
This information provides general career guidance. Actual salaries and requirements vary by employer.
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