Groups and Conferencing Coordinator | AC Hotel by Marriott Cape Town Waterfront

POSITION SUMMARY

The Group and Conferencing Coordinator plays a key role in both the acquisition and coordination of group bookings and conference business. This role is responsible for proactively securing new business, converting enquiries into confirmed bookings, and managing all event-related logistics to ensure exceptional guest experiences and maximum revenue generation for the hotel.

KEY RESPONSIBILITIES:

Business Development & Sales Conversion

• Proactively respond to group, conferencing, and event enquiries with tailored proposals.
• Actively pursue new group and conferencing leads through telesales, referrals, and networking.
• Secure business through timely follow-up, professional communication, and compelling presentations.
• Convert tentative enquiries into confirmed bookings through effective negotiation and upselling.
• Maintain a clear pipeline of leads, prospects, and conversions in the hotel CRM.

Client Liaison & Event Planning

• Engage with clients to understand their vision and specific requirements for each event.
• Conduct professional site inspections, proposal walkthroughs, and pre-event meetings.
• Offer creative and practical solutions to enhance the client’s experience and event value.
• Coordination & Internal Communication
• Prepare and distribute accurate function sheets, rooming lists, and event resumes to relevant departments.
• Coordinate operational delivery across departments (F&B, Front Office, Housekeeping, Banqueting, AV).
• Act as the key contact during events to ensure real-time problem solving and client support.

Administration

• Manage contracts, deposits, billing, and post-event reconciliation in line with company policies.
• Ensure all administrative records are accurate and up-to-date in systems (CRM/PMS).
• Track and report on sales conversions, confirmed revenue, and event feedback.
• Post-Event Engagement & Client Retention
• Conduct post-event follow-ups and solicit feedback to drive continuous improvement.
• Build lasting relationships with clients to encourage repeat business and referrals.

Skills & Competencies Required:

• Proven ability to convert leads into confirmed sales
• Strong interpersonal, negotiation, and influencing skills
• High attention to detail and excellent organizational abilities
• Strong multitasking and problem-solving under pressure
• Proficient in Microsoft Office, CRM tools, and PMS/event platforms
• Ability to work flexibly, including after-hours for events when needed

PREFERRED QUALIFICATIONS

• Minimum 2 years in conferencing, group sales, or events coordination within hospitality
• Track record of securing and growing conferencing or group business
• Diploma or degree in Hospitality, Events, or related field is advantageous

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets. Welcome and acknowledge all guests according to company standards; anticipate and address guests’ service needs; assist individuals with disabilities; thank guests with genuine appreciation. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Comply with quality assurance expectations and standards. Read and visually verify information in a variety of formats. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.