Groups and Events Manager

Job Purpose

• The Groups & Events Manager is accountable and responsible for the effective day to day management and delivery of the Groups & Events team in the end-to-end planning, management and delivery of Groups and events for the business unit, including the conferencing customer experience and relationship management, with the ultimate objectives of acquiring and developing the conferencing business for the property to meet financial and revenue targets; in line with Sun standards and legislative requirements

Key Performance Areas

Deliver Groups & Events Business Plan

• Develop events and conferencing objectives and deliverables in line with Unit strategy
• Compile and update the events calendar and roadmap for the business unit
• Facilitate the communication and implementation of events and conferencing deliverables for the outlet
• Conduct risk analyses i.t.o impact on short term profit margins
• Provide clear delegation of authority and accountability for deliverables
• Collaborate with the Banqueting to complete a competitor analysis of events and conferencing facilities in property catchment areas including pricing comparisons
• Conduct product performance analyses / reviews and make recommendations to address opportunities and gaps
• Provide product rationalisation on a regular basis or as required
• Motivate new product enhancements
• Communicate plans relative to promotions and strategies to relevant staff and stakeholders within the unit
• Align plans with EE, SD and procurement transformation strategies which contribute towards BBBEE targets being achieved for the property

Groups & Events Product Management

• Lead pre-conference meetings when required for large scale events
• Acts as the primary contact for all Groups & Conferencing bookings
• Provides client with relevant solutions / options and pricing for conferencing that are innovative and in line with industry trends
• Document and confirm function set-up and requirements
• Allocates event files to staff, communicating requirements and standards to staff
• Oversee the set-up of venues and catering requirements in line with client requirements
• Manage and advise all stakeholders of any amendments to function requirements
• Is present at major functions to ensure execution is in line with client requirements
• Monitor service standards during the function and identify and resolve any areas of concern
• Conducts post-mortem on events and makes recommendations for improvements
• Compile action plans for the implementation of approved projects
• Measure ROI and performance on a regular basis

Groups & Events Standards & Governance

• Monitor standards and processes
• Align practices with new legislative compliance around health, hygiene, safety and the environment
• Implement sufficient control measures (including systems and processes) & checks for the various conferencing rooms and facilities to mitigate any financial risk to the business.
• Conduct weekly walkabouts of all conferencing facilities including front of house and back of house areas to monitor compliance
• Encourage a waste management culture and ensure all staff are trained
• Work with internal stakeholders (maintenance, finance, PBE, F&B and security) to identify risk areas and address these

People Management

• Manage staff conditions of employment, e.g. attendance, absenteeism, leave, adherence to policies and procedures
• Manage productivities and payroll costs for the outlet
• Identification of employee training needs
• Perform on the job training and coaching to close developmental gaps and build succession for a talent pipeline within the outlet
• Manage employee relations within the department
• Staff communication and motivation
• Performance contracting, reviews and development
• Provides resources and removes obstacles to performance
• Recruit and resource for talent for positions within the department
• Onboarding of new staff members

Budget management

• Participate in the preparation of budget forecasts & controls for the outlet
• Consolidate Capex requirements for specific outlets

Guide and consolidate the completion of Cost of Sales reports including:

• Theoretical COS per outlet for food & beverage respectively.
• Recipes – Recipe links needs to be in place to ensure accuracy and legitimacy of theoretical as well as put us in a position for the theoretical to be system generated.
• Food recipe – All menu item food recipes to be reviewed and signed off and where needed recaptured into the system MC or IFS to ensure accurate food theoretical.
• Procurement – All supplier prices and supplier price quotes to be reviewed and monitored on a monthly basis going forward to ensure we monitor and track price movements to minimize input cost fluctuations.
• Cost control – oversee the conducting of accurate stock takes in line with Company process. Use stock takes variance reports to manage underperforming outlets in relation to COS

Customer Relationship Management

• Ensures that guests are treated with courtesy and respect at all times
• Interact with guests and provide professional service standards and solutions
• Handle any escalated complaints, disputes and suggestions as required
• Engage with customers and provide a customer experience within the outlet / on the floor that will support brand loyalty ensuring SI as the brand of choice
• Be present on the floor during service / promotions or functions
• Conduct staff training on product knowledge / promotions (including promotion information, functions, facilities, etc)
• Provide post-mortem feedback with regards promotions to ensure these are always relevant and effective
• Shift handover ensures that staff have sufficient insights and information with regards VIP customers visiting the property

Job Requirements

Education

• Grade 12
• 3 Year Hotel School Diploma or equivalent National Qualification at a Diploma

Experience

• 3-4 years in the events co-ordination / conferencing industry
• Managerial experience / managing of teams

Work conditions and special requirements

• Ability to work shifts that meet operational requirements
• Physically able to move operating equipment
• Have an open attitude to perform similar functions in alternative outlets due to operational requirements

Skills and Knowledge

• Events Planning & Co-ordination
• Events Management
• Strong English Verbal & Written Communication skills
• Business Acumen
• Networking skills
• Financial acumen
• Emotional resilience and ability to handle pressure
• Proficient Computer Skills (MS Office / Opera)
• Professionalism
• Banqueting / Conferencing set-ups
• Micros / Opera is preferred
• Selling skills
• Presentable
• Assertiveness