Events Coordinator

’’My Vision is ‘to provide unbelievable guest service experience’’

I’m an energetic, hardworking and loyal person dedicated to do my work of a 5* standard and self-motivated, ability to deal with executive clients, open to all challenges and take each new responsibility on with great enthusiasm, and adapting to change easily.

SUMMARY OF PROFFETIONAL EXPERIENCE

Tsebo Facilities / EY

Events Coordinator 03 January 2017 – Current

To coordinate all internal and client events and assisting the events manager with he’s duties having about 20 team members reporting to both of us.

TASKS, DUTIES AND RESPONSIBILITIES

Making sure that the events brief is summarized and is on point as per the building standards and protocols

Updating the monthly events report for management

Co-ordinate AV/VC and setup requirements for events and meetings

Co-ordinate concierge services for events

Making sure that logistics have all venue setups for the following day on time and setups are completed according to the events brief

Coordinating of facilities management during events, making sure that all protocols are followed

Compiling events brief for the team, and making sure all venues are setup as required by client

Daily floor inspection ensuring that all chairs are aligned in place, meeting rooms are clean, and all cabling is tidy.

Ensuring that client liaison officers are refreshing water in the rooms regularly thought the day and all venues have clean glasses

Reporting all cleaning issues to the cleaning team on duty, making sure that they follow through

Reporting all lost property to security.

Ensure all check lists and inspection sheets are up to date and in place

To ensure that all calls logged for maintenance are followed through and report any challenges to the maintenance manager

Obtaining overtime costs for my team and getting approvals

Overseeing the catering team, ensuring that all client requirements and expectations are met

Compiling a weekly feedback report on events and responding on the ones where we need to improve service on.

Confirming bookings on the booking system and sending invoices for approval

WORKPLACE MANAGEMENT

Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.

Working closely with the EY Events Lead to enable the benefit of the workplace management to function, and beneficial, ensuring that recommendations are given to meet all events requirements and that budgets are met.

Managing operational and administrative functions ensuring that specific projects are delivered efficiently

Interact with client to provide and process information in response to inquiries, concerns and requests about products and services.

Keep up to date with business developments and strategic objectives within the environment.

Provide advice on general changes and compliance within the workplace management framework when required.

Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.

Attend to and resolve all customer queries timeously or escalate when necessary.

Follow up and follow through on all escalated queries timeously.

Manage conflict.

WORKPLACE SERVICE

Manage events and meeting rooms requirements

Coordination of services required for events of suppliers.

Client point of contact for all event and meeting rooms queries.

Stakeholder relationship manager between vendors and Client

Post-weekly client events meetings - monthly collate and analyze trends to proactively foresee client's needs.

Post-event, compile a report reflecting successes and lessons learnt.

Radisson Blu Gautrain Hotel

Sales Coordinator 07 February 2012 – 30 August 2015

To coordinate sales and marketing tasks and provide administrative back up for the Sales & Marketing Department.

TASKS, DUTIES AND RESPONSIBILITIES

Maintain and update client data base per market segment

General typing of Sales documents

Handling telephone enquiries efficiently

Receive invoices for advertising and marketing and arrange payment through Finance

Updating the Property Account Management Program (PAMP)

Hotel tours with prospective clients

Internal client hosting and workshops

Coordinating internal client events and functions

Offering office support to the sales team and revenue manager

Sending out and following up on STO contracts jointly with the Revenue Manager

Preparing packs for workshops and travel days

Coordinating Sales trips

Sales & Marketing meeting minutes

Telesales during valley periods to qualify new business

Profiling VIP guests for Sales & Marketing purposes in conjunction with Guest Relations

Distribution of all leads to Sales and ensuring follow up is completed with feedback

Radisson Blu Gautrain Hotel

Banqueting Coordinator 23 February 2011 – 06 February 2012

TASKS, DUTIES AND RESPONSIBILITIES

Promoting, marketing and Selling of the Radisson Blu Gautrain Hotel’s venues and facilities including accommodation

Maintaining personal contact with the function organizer and ensures that the highest degrees of cooperation is offered

Ensures that all functions are billed correctly

Ensure company policy is adhered to in the collection of monies for events and that payment received are processed immediately

Ensures that all standards relating to Meetings & Events are adhered

Ensures all tentative bookings in Sales & Catering are being followed up

Ensure guest receive the required company standard confirmation timorously whilst adhering to company required turnaround times

Ensure that cancellation policy for Meetings & Events and accommodation is being adhered to

That all profiles on the Sales & Catering system are maintained and merged where required

That all relevant correspondence (i.e. Contract, quotes, pro-forma invoices) are maintained and filed correctly

That all feedback (positive and negative) is relayed to management

Daily update of the Meetings & Events Calendars and sent to relevant departments

Issuing and following up on Contracts for all function, meeting and events booked

Timeous response to quotations and inquiries, aim for a 3-hour turnaround time

Maintaining the equipment price list and booking of equipment

Function Sheet distribution to all departments for weekly and monthly events confirmed

Maintain and update client data base

Handling telephone enquiries efficiently

Hotel tours with prospective clients

Ability to deliver profit

Customer loyalty

ALLAN GRAY ORBIS FOUNDATION

Gauteng Programme Coordinator 18 June - 30 October 2010

I joined Allan Gray Orbis Foundation on a temporally bases position for 5 months, The function of this role was to support fellows programme team in providing administrative and logistical support for the foundation’s entrepreneurial programme to ensure operational efficiency.

My duties covered

EVENT PLANNING 20%

Assist the Regional Programme Manager to develop the quarterly project and resources plan for the regional programme events

Determine what is needed to fulfill the agenda requirements as set out in the content design

Determine what equipment and materials should be ordered according to the content design requirements

Determine who else needs to be informed and how they will be informed

Confirm the budget for each event

EVENT CO-ORDINATION AND EXECUTION 20%

Co-ordinate booking of all venues and catering for programme activities hosted in the region

Co-ordinate equipment, materials and other resources as set out in the programme curriculum

Issue information or invitations related to events to all relevant participants including Talent, Fellows, Guest Speakers, guests, etc.

TRAVEL LOGISTICS (20%)

Co-ordinate booking of all travel requirements, flight, accommodation, and car hire for all internal and external Talent resources, Fellows, as well as guest speakers assigned to programme activities in the region, including detailed travel plans, itineraries, etc.

Complete travel expense summaries and reconciliations

MANAGEMENT SUPPORT (15%)

Manage the diary and schedule of the Programme Director

Prepare records such as agenda, notices, minutes for Fellow Programme management meetings

Reconcile regional programme invoices to statements at month end

PROTEA HOTEL FIRE & ICE! 01 March – 07 June 2010

I was given an opportunity to open Protea’s New Brand Hotel Fire & Ice in Johannesburg as assistant Banqueting Manager. The Protea Hotel Fire & Ice was opened on the 15th March 2010.

The function of this role covered:

Taking groups bookings for more than 150, conference and accommodation

Following up on payments

Compiling a database for group bookings and enquiries

Liaising with marketing team, on follow ups and closing bookings

Maintaining ‘O Status and accounts receivable balance making sure that it stays on zero balance

Staff training

Floor operations, making sure that all venues are setup according to clients request, and meals are served on time.

MELROSE ARCH 5* HOTEL

Banqueting Coordinator 2004 March-February 2010

Skilled Coordinator with 6 years of business experience and Knowledge within the hospitality industry, in dealing with high profile guest. The function of this role is to acquire and maintain guests by anticipating, meeting and exceeding guest expectations my duties covered

Managing bookings and sending out contract and invoices

Taking Group Reservations (conference and accommodation)

Welcoming guests, function organizer and circulate during the event to ensure availability in the event of a problem or complaint

Ensure that “O-Status” is maintained and accounts receivable balance is zero

Follow up on bookings and making sure that no double bookings occur, use of facilities and revenue is optimized

Liaising with client to check all has been booked as directed

Making sure function rooms are clean and lay out of the room is set according to requirements

MELROSE ARCH 5* HOTEL

Receptionist March 2003-March 2006

The Front Office Department being the central communication centre of the hotel where all queries and complaints are dealt with or referred to the relevant department(s) and where promptness and efficiency ensures guest satisfaction.

Booking in guest into the hotel

Managing guest queries and requirement telephonically

Ensuring guest comfort and satisfaction in accordance with company policy

Assisting with large groups specialized check in

Conducting property inspections for new guest to highlight exclusive aspects of the property and its amenities

Taking room reservations

ACHIEVEMENTS

Working in the front desk of the hotel helped me to attain knowledge of guest service skills and enhanced my communication skills which landed me a role in Banqueting.

I joined the Melrose Arch Hotel, in March 2003 as a Restaurant hostess

TRAINING CERTIFICATES

Juiced course (motivational program)

Selling and assertive communication skills

Front office operational standards

Food & beverage standard

Advanced Excel

All my training was done inhouse with Melrose Arch Hotel

HOBBIES / INTERESTS

Reading and listening to music and Travel

STRENGTHS

Loyal and dedicated

Excellent communication skills

Always striving to learn from my teammates and willing to update personal skills and knowledge

Attention to detail and accuracy

Utilize excellent business judgment and time management skills to balance efforts in the field, multi-tasking to ensure deadlines are consistently met or exceeded

Professionalism & target driven

Develop sustained relationships with internal employees, management, external vendors and clients based on knowledge and trust

Self –reliant

TECHNICAL PROGRAMS

Microsoft Windows

Micros systems-POS

Outlook

Opera property management systems(PMS)

Opera sales and catering

Reserve Booking System

REFERENCES:

Melrose Arch Hotel

Lerato Lepule - Banqueting Manager 073-***-**** if not available

Douglas Allan GM at the time 021-***-****

Protea Hotel Fire and Ice

Nicolas Prollius – Banqueting Manager at the time 021-***-****

Allan Gray Orbis Foundation

Shabnam Khan – 011-***-****

Radisson Blu Gautrain Hotel

Monica Ryhlander – Director of Sales and Marketing 011-***-**** or 071-***-****

Or

Christine Dippinner – Sales Manager 011-***-**** or 079-***-****

Tracey Schmidt –Director of Sales and Marketing 011-***-****

EY

Raymond Njoko – 082-***-**** / 073-***-****

Shaun Neels – 083-***-****

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