Polokwane: Banqueting Coordinator posted by HotelJobs

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 Coordinators 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).