Polokwane: Banqueting Coordinator posted by HotelJobs

About the Role

We are seeking a dynamic and detailed-oriented Banqueting Coordinator to join our team at HotelJobs, a luxury hospitality establishment. The ideal candidate will be responsible for providing exceptional client service, ensuring accurate contracting, and maintaining clear communication with internal stakeholders.

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.

• 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

Qualifications

• 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)

Salary & Benefits

Not applicable

Scope & Boundaries

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