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Job Summary
We are seeking a dynamic and detailed-oriented Banqueting Coordinator to join our team at a luxury hospitality establishment. The Banqueting Coordinator is responsible for the **administration and client liaison** for all banqueting and event enquiries from initial contact through to final completion. This position focuses on **client communication, quotations, function sheets, invoicing and payment follow-up** to ensure events are accurately contracted and handed over to the operations team. **This is not an event execution role**: the Banqueting Coordinator will **not** set up, run, or be on duty for events, and will not manage service on the day. Key Responsibilities 1) Client Liaison & Enquiry Handling - Receive and respond to event/banqueting enquiries via email, phone, and walk-ins within agreed turnaround times. - Qualify client requirements (date, time, numbers, set-up style, menu preferences, bar requirements, AV basics, special requests). - Arrange site inspections/venue showarounds (where required) and ensure client information is captured accurately. 2) Quotations & Proposals - Prepare professional, accurate **quotes and proposals** in line with venue packages, menus, and pricing structures. - Provide alternatives and upsell where appropriate (menu upgrades, beverage packages, venue enhancements), without misrepresenting operational capability. - Ensure all quotes include relevant terms, deposit requirements, and validity periods. 3) Contracting & Confirmations - Confirm bookings in accordance with internal procedures and maintain a clear audit trail of approvals and client acceptance. - Track option dates/expiry dates and follow up to convert tentative enquiries to confirmed business. - Collect all required event details and deadlines (final numbers, dietary requirements, timing, layout, billing details). 4) Function Sheets / Banquet Event Orders (BEOs) - Compile and issue accurate **function sheets** / **BEOs** for each event. - Ensure function sheets include all operational details: timelines, set-up, menus, beverage arrangements, equipment/AV requests, branding/signage notes, special requirements. - Circulate function sheets to relevant internal departments (kitchen, banqueting ops, bars, reception, finance) within required timeframes. - Manage version control: update and re-issue function sheets when changes occur; ensure the latest version is clearly marked and distributed. 5) Invoicing, Deposits & Payments - Raise invoices and/or submit billing requests to finance in accordance with internal controls. - Communicate deposit and payment schedules to clients and follow up to ensure payments are received on time. - Reconcile client payments with finance records and notify relevant stakeholders once cleared. - Ensure credit applications/approvals (where applicable) are completed before confirming credit terms. 6) Internal Coordination & Handover (Non-Operational) - Conduct a thorough handover of confirmed event details to the banqueting/operations team ahead of the event date. - Attend internal event meetings when required to confirm final details and minimise operational risk. - Maintain clear communication between client and internal stakeholders, ensuring expectations are aligned. 7) Administration, Reporting & Filing - Maintain accurate records for all enquiries, confirmed business, and billing documentation. - Update the event diary / booking system with correct details and status. - Prepare basic reports as required (enquiry log, conversion, confirmed revenue, outstanding deposits). Scope & Boundaries (Important) - The Banqueting Coordinator **does not execute events** and is **not responsible for on-the-day operational delivery**, staffing, set-up, service management, or breakdown. - The Banqueting Coordinator’s accountability ends at **accurate contracting, documentation, billing, and operational handover**. Key Performance Indicators (KPIs) - Quotation turnaround time and accuracy - Conversion rate: enquiry to confirmed booking - Function sheet accuracy (minimal operational errors / rework) - Deposit and final payment compliance / reduction of outstanding balances - Client satisfaction on pre-event communication and administration Required Skills & Competencies - Excellent written and verbal communication; professional email etiquette - Strong attention to detail and ability to manage multiple events concurrently - Confident with numbers, pricing, and basic profit awareness - Organised, deadline-driven, and able to work under pressure - Diplomacy and client-service mindset; ability to manage expectations - Competent in MS Office (Excel/Word/Outlook) and booking/EPOS or event systems (e.g., Opera/S&C, MICROS) - Clear understanding of invoicing, deposits, and internal controls Minimum Requirements - Matric / Grade 12 (minimum) - 4+ years’ experience in events administration, hotel banqueting sales, conference & events coordination, or similar role - Experience producing function sheets / BEOs and quotations in a hospitality environment - Basic finance administration exposure (invoicing, payments, reconciliation) Preferred Requirements - Hospitality qualification (hotel school / events management) - Experience working with group/event billing and credit procedures - Familiarity with menu costing and beverage package structures Working Conditions - Office-based role, standard business hours with occasional flexibility during peak enquiry periods. - No requirement to be on duty for event execution (unless exceptional business needs arise and are agreed in advance).
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