Groups Coordinator -Banquet Sales & Catering

Legacy Lodge is a high end facility that offers conference/banqueting amenities, accommodation and
meals among other hospitality services. We aim for excellence in the delivery of our services.
Suitably qualified individuals are invited to apply for the following position:

POSITION TITLE: Groups Coordinator -Banquet Sales & Catering

REPORTS TO: Food & Beverage Manager

Responsible to meet, make introduction and ensure that all arrangement and requirements are
gathered with the group host prior to function. Read and analyze Banquet event order (BEO) /
Accommodation Requirements (AR) / Banquet Function Plan (FP) in order to gather guests
requirements, determine proper set up, buffet, audio visuals, time line and also give attention to any
special guest needs.

1. Establish and improve the reputation of the Lodge by offering a very personalized style of service as
per the Lodge standard operating procedures.
2. Timely attend all the telephone calls using clear and professional language, and answer telephones
using appropriate telephone etiquette.
3. Answer phone, direct to appropriate person and / or take messages.
4. Assist with typing of the Banquet and Sales correspondence, i.e. answering mail, confirming banquet
arrangements, menus, BEO, FP,AP memos etc.
5. Promptly respond to all inquiries.
6. Compose, publish and distribute Banquet event order (BEO) / Banquet Function Plan
(FP)/Accommodation Rooming lists to all department heads and personnel who are involved in servicing
group function.
7. Work with management and other heads of departments at all times and assist in carrying out special
requirements and duties necessary in adding to the guests general comfort and well being.
8. Distribute promptly to all departments about notice of any change in the Banquet event order (BEO) /
Banquet Function Plan (FP) or Rooming Lists.
9. Prepare signage and menu items for all banquet events function.
10. Study requirements of all booked banquets and functions to familiarize and ascertain the possibility
of selling additional facilities, to produce extra revenue.
11. Sending Banquet event proposals to the guests and being in timely contact with them.
12. Call customers to remind before for cut-off dates.
13. Develop and maintain positive working relationships with others, and support team to reach
common goals.
14. Ensure prompt responses for all enquiry through telephone and emails.
15. Ensure that all the administrative documents are prepared for the Lodge sales team.
16. Act as a liaison between all related lodge departments and host of the function.
17. Ensure orders and requisitions for the Catering and Banquet departments are completed.
18. Responsible to attend periodic sales meetings and circulate minutes of the meetings and regular
follow up's.
19. Respond and act upon any special requirement which function host had requested.
20. Maintaining the entire sales correspondence data base.
21. Maintain departmental reports and procedures.
22. Maintain all client information and folders.
23. Coordinate with Banquet operations on a timely basis to ensure complete customer satisfaction.
24. Updating DSR (Daily sales Report) and revenue projection on a daily bases.
25. Update Catering and Banquets calendar on the Sales and Catering software.
26. Perform all duties as deemed necessary for the success of the department.

 courteous, polite and well-spoken
 highly efficient and has excellent organizational skill
 Team player
 passion for providing the highest standards of service to the guests
 Helpful and approachable
 ability to promote Lodge catering and events facilities and maximize sales opportunities at all
 Possess excellent customer care and interpersonal skills
 Excellent communication skills

 Bachelor of Hotel Management or Degree in Hospitality/Tourism/Hotel Management, Marketing
or equivalent. Proficient in Microsoft Office applications.
 Experience in Property Management Software's, Opera Sales and Catering an added advantage.

 Minimum 1 to 2 years work experience as a Sales Coordinator or Banquet Coordinator
Applications should be sent to or delivered to Plot No. 78/100 Off lake Road, Ibex Hill, Lusaka. Only shortlisted candidates will be contacted.

Closing date for receiving applications is 9th Sep, 2016.
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