Banqueting Co-ordinator

Job description

Additional Information: This hotel is owned and operated by an independent franchisee, Oklahotel (Pty) Ltd. The franchisee is a separate company and a separate employer from Marriott International, Inc.  The franchisee solely controls all aspects of the hotel’s employment policies and practices, including hiring, firing, discipline, staffing, compensation, benefits, and all other terms and conditions of employment.  If you accept a position at this hotel, you will be employed by a franchisee and not by Marriott International, Inc.

DUTIES
The Banqueting Co-ordinator is responsible for the smooth planning, coordination, and execution of all banqueting and event-related activities. This includes managing bookings, liaising with clients, working closely with kitchen and service teams, and ensuring all events meet the expected service standards. The role requires excellent organisational skills, attention to detail, and strong interpersonal communication.

JOB SPECIFICATION/REQUIREMENTS

Literacy
Must be fully literate and capable of reading and interpreting event function sheets, client briefs, floor plans, and internal communication.

Language
Fluent in English (verbal and written). Additional local languages are advantageous for client communication.

Formal Training / Education
Matric certificate essential. Further studies in Hospitality, Events Management, people-centred fields, or related areas would be an advantage.

Competency
Demonstrates strong coordination skills, attention to detail, proactive problem-solving, and guest service excellence, while remaining calm under pressure. Maintains high professional standards and works collaboratively with internal departments.

Computer skills
• Proficient in Opera (event bookings and client management).
•Strong working knowledge of Microsoft Office applications, especially Excel, Word, and PowerPoint.
•Able to handle email communication, prepare event documentation, and organise event-related files and details efficiently.

 
GUEST & CLIENT SERVICE STANDARDS

The Banqueting Co-ordinator will ensure all guests and clients receive professional, friendly, and efficient service. Client expectations must be met or exceeded from initial booking through to post-event feedback. Any issues beyond authority are escalated immediately and followed through to resolution.

 
KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS

•Manage banqueting event bookings (telephonic, email, and in-person).
•Send quotes in a timely and professional manner
•Prepare and distribute detailed function sheets for all departments.
•Liaise with client’s pre-event to confirm final details, special requests, and guest requirements.
•Oversee setup of venues in line with event specifications and service standards.
•Coordinate with kitchen, reception, and F&B teams to ensure smooth event execution.
•Greet clients on arrival and remain the main point of contact throughout the event.
•Monitor event flow and resolve any issues promptly and discreetly.
•Maintain accurate records of bookings, deposits, and event feedback.
•Assist with reporting and event follow-up, including guest feedback and payments.

 
INTERPERSONAL RELATIONSHIPS

The Banqueting Co-ordinator works closely with clients, hotel management, service and kitchen teams, and suppliers where applicable. Professional communication, collaboration, and diplomacy are essential to uphold a cohesive and service-oriented team environment.

 
CLIENT & GUEST SATISFACTION

Every client and guest must feel welcomed and assured. Their expectations should be met with efficiency and courtesy. Any dissatisfaction must be handled sensitively, escalated when needed, and followed up to ensure resolution.

 
GENERAL AND OTHER DUTIES

This job description outlines key responsibilities but is not exhaustive. The Banqueting Co-ordinator may be required to assist in other areas of the hotel depending on operational needs and will be expected to attend training programs to enhance performance. A high standard of personal appearance and guest courtesy is always mandatory.

This position is aligned with our commitment to Employment Equity. Preference may be given to candidates from designated groups as defined in the Employment Equity Act. However, all suitably qualified candidates will be considered in accordance with our commitment to diversity, merit, and organisational requirements

This company is an equal opportunity employer.

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Protea Hotels by Marriott® is the leading hospitality brand in Africa and one of the most widely recognized hospitality brands on the continent, with over 60 hotels across South Africa, Zambia, Nigeria, Namibia, Tanzania and Uganda. If you have a passion for delivering every guest a personalized service experience and desire to be part of the ‘Coolest Hotel Brand in South Africa’, join the Protea Hotels by Marriott® team today! In joining Protea Hotels, you join a portfolio of brands with Marriott International. Be where you can do your best work,​ begin  your purpose,  belong  to an amazing global​team, and  become  the best version of you.