South Africa: Conference, Events & Wedding Coordinator – Luxury Lodge posted by HotelJobs

A high-end luxury lodge requires an experienced Hospitality Conference, Events & Wedding Coordinator. The successful candidate will manage all wedding and conference coordination, maintaining luxury standards through precise room setups and up-to-date administration. Key Responsibilities Inquiry & Sales Co-ordination: Respond to wedding and conference inquiries daily, providing detailed proposals, quotations, and efficient turnaround times. Proactively follow up on all inquiries daily to convert leads into confirmed sales. Administrative Accuracy: Update daily stats reports, booking statuses, and manage/update client information on the EDT report and relevant systems. Event Planning: Coordinate all aspects of wedding and event planning with clients, including timelines, dcor, catering, and onsite activities. Assist clients with all specific requests. Site Inspections: Conduct professional site visits and venue show-arounds for prospective corporate and wedding clients. Relationship Management: Liaise with the Sales Manager regarding client requirements. Build and maintain strong relationships with past clients to drive referrals and repeat business. Technical Logistics: Prepare detailed function sheets, floor plans, and event briefs. Ensure clear communication with all internal departments and external suppliers. Room & Guest Management: Capture guest rooming lists and manage all necessary changes and allocations. Financial Oversight: Manage financial administration by monitoring and chasing deposits and ensuring final payments are collected in line with contractual agreements before event commencement. Product Development: Participate in the enhancement of wedding and event packages and offerings to keep the lodge competitive. Onsite Coordination: Oversee wedding and event day coordination, ensuring seamless execution, correct room setups according to specifications, and a high standard of service delivery. Key Performance Indicators (KPIs) Inquiry Conversion: Achieving set targets for converting inquiries into confirmed sales. Turnaround Time: Responding to all quotes and inquiries within the same business day. Administrative Accuracy: Maintaining 100% accuracy on EDT reports, function sheets, and rooming lists. Financial Oversight: Ensuring all deposits and final payments are collected before event commencement. Client Satisfaction: Receiving positive post-event feedback and driving repeat business/referrals from past clients. Minimum Requirements Experience: Proven experience as a Conference/Event/Wedding Coordinator within a luxury lodge or 4/5-star hotel environment. Technical Skills: Proficiency in hospitality management software and Microsoft Office (Excel/Word). Communication: Excellent verbal and written communication skills suitable for a high-end clientele. Capability: Strong ability to draw up floor plans and manage complex function sheets. Reliability: Highly organized with a strict adherence to deadlines and administrative follow-up. Flexibility: Willingness to work the hours required to oversee onsite activities and client needs.