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19-12-17 15 Hits

Groups & Events: Administrator

Sales & Marketing, Western Cape CPT - CBD

Negotiable - Negotiable

From our concierges to our sommeliers, our event professionals to room service, warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guests' every need and surpass their expectations. One&Only Cape Town is searching for an Administrator for our Groups & Events Department.

Duties and Responsibilities:

    Possess a comprehensive knowledge of the One&Only’s facilities and activities within the Hotel.
    Sending GRC Reports from Delphi in Excel format to the Revenue Team on a daily basis.
    Formatting the Weekly Transaction Report and ensure it is sent to the Sales Team and specific F&B HOD’s.
    Pulling the excel version of the GRC on a Friday morning, formatting it as shared workbook and sending it to team to populate with feedback ready for Revenue Meeting on Tuesday.
    Assisting G&E Manager with reports from Market Vision:
        LOST Reports
        Provisional Reports
        BQT forecast
        Deposit Schedules
    Putting together the cover page for the Function Pack for distribution on Wednesdays and ensuring that distribution goes out in a timely manner.
    Printing Function pack and BEO’s for Team for Thursday Function Pack Meeting.
    Assembling the Groups Brief for the Wednesday Operations Meeting.
    Adding in the details regarding the following days Groups and Events into the Daily Cover Sheet.
    Inserting groups and catering bookings into Delphi when the G&E Account Manager is busy.
    Ensure function/ booking information is entered correctly into Delphi including an enquiry note, basic rate proposed and activity follow ups for future dates for the G&E Account Managers.
    Compiling the contracts from the templates on Delphi on behalf of the G&E Account Managers
    Assisting in the drafting of the Function Sheets for clients and for internal events and ensuring this is distributed to the Operational Departments giving them sufficient time to prepare.
    Ordering and collecting V&A Portswood Parking vouchers and going to V&A to collect the vouchers.
    Ordering required halal and kosher catering as per client request.
    Ordering and collecting V&A Portswood Parking vouchers and going to V&A to collect the vouchers.
    Assisting with the billing and processing with accounts all the commission payments, refunds or credit card refunds.
    Entering rooming lists in Opera as requested by the team and ensuring all notes, special requirements, billing instructions and  routing is completed.         
    Ensure your client receives a pro forma invoice and that deposit payments are paid on due dates.
    Allocating deposits and payments to blocks and PM’s.
    Finalizing of all accounts relating to all functions and ensuring that daily billing is completed and all payments have been received.
    Processing supplier payments for parking, IVTM and other suppliers.
    Putting together the cover page for the Function Pack for distribution on Wednesdays and ensuring that distribution goes out in a timely manner.

Skills, Competencies and Requirements

    Diploma or Qualification in Hospitality Management
    Good communication, interpersonal and customer service skills.
    Ensuring compliance with hygiene and health and safety legislation/guidelines.
    Sense of urgency, attention to detail and a can do attitude.

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Ad Visible Until: 31 December 2017
Ref: CPT000064/PS

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