Conference Services Coordinator
Fairmont Hotels & Resorts
Fairmont Zimbali Resort, Ballito, South Africa
11d ago

Reporting to the Conference Services Manager, responsibilities and essential job functions include but are not limited to the following :

  • Consistently offers professional, engaging and friendly service
  • Book and enter room reservation requests using the Property Management System
  • Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions
  • Arrange the availability of audio-visual equipment, transportation, displays, and other event needs
  • Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security
  • Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise
  • Confer with staff at a chosen event site to coordinate details
  • Conduct post-event evaluations to determine how future events could be improved
  • Maintain records of event aspects, including financial details
  • Evaluate and select providers of services according to customer requirements
  • Inspect event facilities to ensure that they conform to customer requirements
  • Review event bills for accuracy, and approve payment
  • Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers
  • Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress
  • Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries
  • Plan and develop programs, agendas, budgets, and services according to customer requirements
  • Design and implement efforts to publicize events and promote sponsorships
  • Organize registration of event participants
  • Promote conference, convention and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications
  • Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends
  • Other duties as assigned
  • Qualifications :

  • Previous experience is an asset
  • Bachelor’s degree in business administration or hotel management (would be an asset)
  • Previous customer related experience required
  • Computer experience at intermediate to advanced level is mandatory with knowledge of Windows 2000 (Excel, PowerPoint and Word, Access)
  • Strong interpersonal and problem solving abilities
  • Highly responsible and reliable
  • Ability to work well under pressure in a fast paced environment
  • Ability to work cohesively as part of a team
  • Ability to focus attention on guest needs, remaining calm and courteous at all times
  • Work effectively with a diverse range of individuals and groups
  • Physical Aspects of Position (include but are not limited to) :

  • Constant standing and walking throughout shift
  • Visa Requirements : Candidates must be legally eligible to work in South Africa

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