POSITION DESCRIPTION
KOHLER CO.
Position Title:
Department:
Division:
Group:
Events Team Leader
Reservations & Events
Destination St Andrews
Hospitaliy & Real Estate
Incumbent:
Date Prepared:
Revised:
May 2013
Feb 2015
BASIC FUNCTION
Contribute to the growth and profitability of the Resort by providing quality service to the
guest with efficient handling of both residential and non-residential conference & events
reservations, and Group enquiries of 8 rooms or more whilst promoting use of all other
resort facilities.
The Events Team Leader is responsible for advance reservations for all event space and
associated hotel rooms whilst promoting guest use of all other resort facilities.
MAIN DUTIES:

Answering of all telephone calls to the events department in a professional manner.

Maintaining current knowledge across the resort and surrounding area to provide
best advice for all enquiries.

Create and promote the techniques of up selling the hospitality businesses in order
to maximize revenue.

Providing clients with accurate rate information.

Processing all enquiries & reservations accurately, including reservations by
telephone, email or facsimile within 24 hours.

Compiling and sending out proposals using the eProposal system in Delphi.

Adhering to an effective chase system.

Encouraging an effective conversation strategy throughout the team

Sharing all revenue related targets within the Events team, including goals, targets
and results

Direct & coach orientation skills and training for new employees

Sending out contracts and pro-forma invoices in a timely manner.

Compiling and sending out the weekly function sheets and any amendments
thereafter.

Accurate input of all reservations incl bedrooms, meeting space, restaurants, golf &
spa into the Delphi and Springer Miller booking system for groups of 8 or more.

Handling deposits and final payments for all events.

Providing internal departments with accurate information and attend the weekly
operations meeting.

Taking care of client’s individual requirements like spa treatments, dinner
reservations, golf bookings, babysitting service, transfers and entertainment.

Ensuring table plans, place cards, menus, signage and any other requirements for
the event are ready prior to arrival.

Conduct site inspections, booking appointments and pre-conference final details
meetings where necessary. Along with Post Event call/meeting.

A close working relationship is to be maintained with the sales managers in order to
grow client accounts and convert enquiries.

Assist the Reservations and Events Manager conducting monthly 1 to 1 meetings
with events team.

Assist the Reservations and Events Manager with the departmental team meeting.

Assist the Reservations & Events Manager with recruitment of new associates

To keep up to date with competitors and their sales strategies to ensure the Old
Course Hotel always has the competitive edge whist maintaining our brand

Contribute ideas to improve our market share

Attend meetings as requested in order to promote a favourable working relationship
within the entire hotel

Responsible for planning of staffing requirements to handle levels of call activity in a
cost effective related manner.

Handle guest complaints with poise and professionalism and ensure that the guest
feels that you are sincere and that they have a valid point

Notify the General Manager any recurring guest complaints or comments so that the
corrective action can be taken to alter a policy or procedure if it is in the best
interest of the resort

Any other reasonable requests made by your supervisor
RELATIONSHIPS AND CONTRACTS
Supervisory Relationships:
1. The Events Team Leader reports directly to the Reservations & Events Manager.
2. A close working relationship to be maintained with the Reservations Team
Leader, Emerald Team Leader, Reservations and Sales team.
3. Events Coordinators will report into this role.
PERSONAL CHARACTERISTICS AND COMPETENCIES
The following range of characteristics and competencies are required. Please ensure these
are reflected in your application. Short listing for interview will be based on meeting these
requirements.
Essential
1. Good IT skills
2. Good organisation skills
3. Able to work using own initiative as well as part of a team
4. Good communication skills
5. Good telephone manner is essential
6. Punctual with good time management skills
Desirable
1. Previous experience of managing an events department is preferred but full training
will be given.
2. Some knowledge of property management systems or sales managements systems
3. Previous sales experience
To apply, please send your CV to: [email protected]