Events Executive

Job Responsibilities for Events Executive

Be responsible for internal and external events for Avani Victoria Falls Resort and Royal Livingstone hotel by Anantara.

Main Responsibilities:

• Ensure that all group bookings are confirmed within the correct time frame and that deposits are requested, and pro-forma invoices timeously forwarded to clients.   Submit areas of concern to the Hotel Manager.
• Ensure that all details for Group Files are accurate and complete are and timeously handed to Front Office.
• To ensure that the correct market codes are being used for groups. Cross check against arrivals report.
• To meet conference/group organizers on arrival & departure and to actively meet with conference/group organizers during groups stay to ensure smooth running of the group.
• To liaise with relevant departments prior to the important flow of events.
• Supervising of G&C Coordinators.
• Have a thorough knowledge of room types, banqueting rooms, menus, beverage lists, rates, allocations and future availability.
• Have a thorough knowledge of deposits, payment and cancellation policies and procedures.
• Be familiar with all packages directed at conference and tour operator markets.
• Ensure that each group receives the appropriate contract. Ensure that the contracts are returned signed as per the specified dates. Ensure that all follow-ups and deposits are timeously received.
• To assist and participate in all Front Office, Sales & Marketing & Food & Beverage communication meetings in order to discuss any new changes and practices taking place and discuss any problems or suggestions in the department.
• Complete the month end group report by the 5th of every month.
• Ensure that the weekly group report is up to date and communicated with the relevant teams regularly.
• Conducting on – going training for the team.
• Manage the day to day challenges that may occur and provide solutions to the team.