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 Responsibilities1) 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 ...

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).