Groups, Conference and Events Coordinator

Job Location:

NH Johannesburg Sandton



NH Hotels & Resorts is a globally recognised hospitality brand built on three pillars: value for money, prime locations, and service with a human touch. With a strong presence in Europe and the Americas, we are expanding into the Middle East, Asia, and Australasia.

Down-to-earth, innovative, reliable, and genuinely friendly — this is what NH stands for. We welcome business travellers, families, couples, and friends looking for a fresh getaway, and we pride ourselves on delivering exactly what our guests need, every time. If you believe great hospitality is about people as much as places, NH is where you belong. Always a pleasure.

KEY DUTIES AND RESPONSIBILITIES

Please note that this is not an exhaustive list of everything that needs to be done. NH Hotels employees always find new ways to look after the business, their guests, and their colleagues. Within this, the key responsibilities for this position are:

· Always behave in a professional, respectful, positive and helpful manner at all times, when interacting with internal and external customers.

· Solve/Respond to guest service problems in a timely and efficient manner using tact and professionalism.

· Sets meeting/function rooms prior to the guest arrival in accordance with the guest specifications and standards

· Ensure conference, meeting and banqueting rooms are set in accordance with the Hotel standard

· Ensures the smooth running of the assigned meeting/function rooms and public meeting and event space at all times

· Motivates the Meetings & Events Operations team and focuses on improving and increasing service delivery efficiency

· Supervise and coordinate conference and catering activity.

· Provide technical support to guests an all audio visual equipment’s.

· Complete a checklist to ensure that set ups are done according to guests requests.

· Host pre-shift meetings, team briefings and shift preparation to ensure everyone is aware of all guest requirements and special requests.

· Using exceptional attention to detail, reads, interprets and expedites instructions on the function sheets and diagrams precisely and in a timely manner.

· Ensures all rooms are properly “set up” including dishware, glassware, silverware, linens and other amenities and rooms are "refreshed" to maintain professional presentation of the room during meeting breaks with non-interference of presentation material.

· Ensure that the kitchen serves the courses and teas in a timely manner.

· Inform Bar men of any service requirements and bar limits.

· Count beverage stock at the end of each function.

· Understands and follows Health and Safety practices at all times.

· Knows the menu for each function served.

· Checks for any dietary requirements for the specific event and advises f&B Attendants.

· Liaise with conference organizers as and when required to attend to their room set up needs.

· To motivate and supervise all employees involved in the provision of meeting and events service, and ensure that the service they deliver is in line with the best NH Hotels service standards.

· With the hotel training manager, identify training needs and develop and deliver the required training for department employees to meet the needs of the business.

· Act as a Departmental Trainers and conduct the 15 minutes Minor Bytes to improve hotel service levels.

· To be aware of the best external competitor offerings in the local market, and to continually work with hotel colleagues to improve our own offerings with the goal of being the best in the market for creativity, service, choice, and value for money.

· Coordinates with the purchasing department of the hotel for specific purchasing requirements relating to the Banqueting Department.

· To work closely with Sales colleagues in respect of requests for inspection, or care of walk-in potential clients

· To have full knowledgeable of the following: Function room capacities and various set ups, available space and rental charges, Menus and pricing, Guarantee policy Cancellation policy, Payment policy, Corkage fees, Miscellaneous pricing ( floral, entertainment, etc), Shipping /receiving policies

· To monitor, handle and process all billing/ payment procedures according to accounting standards.

· Being proactive in the housekeeping of our event rooms ensuring customer areas are well maintained and in excellent working order. Ensure we maintain a clean and productive working environment and all stock is stored, cleaned and well maintained.

· Ensure all back of house storage areas are well maintained and replenished.

· Conduct monthly stock takes of all Audio Visual Equipment’s and ensure security is maintained. Raise Purchase Orders for any Hotel Audio Visual inventory needed.

· The security and preventative maintenance of all function rooms. Report any issues and/or necessary work needed to Maintenance ensuring this is followed up and auctioned.

· Responsible for leading a team, therefore need to ensure effective communication. Productivity levels are high and attention to detail maintained by all team members

· Conduct 15 Minutes Minor bytes

· Complete 2 hour courses a month to ensure compliance with Minor training requirement

· To coordinate with the kitchen, housekeeping and engineering as required in regard to last minute changes or requests or special arrangements.

· To ensure that staff pre-service briefings are completed and personal grooming is checked.

· Help colleagues with any job assignments, and assist with and perform any other related hotel duty that may be assigned.

· Complete 2 courses a month

· Be environmentally aware and manage waste as per the waste management policy

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