Senior Coordinator: Events

2 weeks ago

Midrand, Gauteng, South Africa Vodafone Full time

Role purpose:


Assume responsibility for the best-in-class end to end management, execution, and delivery of small to medium scale events as requested by the various internal stakeholders in line with approved budgets.

Ensure events are executed to the highest possible standard achieving ROI, and or set objectives for clients and the organisation.

Ensure compliance to company policies and procedures and related health and safety standards and legislation.

Your responsibilities will include:


Vodacom Internal and external (customers/clients outside of Vodacom) events, including banquets, conferences, team builds, staff launches and or similar medium sized events.

Managing events in the virtual or online environment, or via a hybrid approach with a blend of traditional and virtual.

Manage tools, systems and processes that enable the effective implementation of events to include attendance logistics, bookings, data base management, programme development, travel arrangements/transfers etc.

Preparing brief documents according to specifications for internal / external client's approval.
Provide weekly status updates to clients.
Provide support for Event Specialists and or Event Managers on related events.

Ensure that all Health and Safety requirements are fulfilled and adhered to prior to, during and post event, and assisting clients where necessary to meet these requirements.

Ensure that terms and conditions, and any other contracts are signed off prior to the event taking place.
Responding to enquiries and client bookings.

Liaising with clients regarding event requirements and ensuring that their needs are effectively met in the form of written confirmations.

Liaising with suppliers re client requirements (caterers, hiring, technical, etc)
Generating and distributing weekly function sheets.
Creating and revising plans and layouts for the various events, to include venue layouts for Vodacom World events venues.

Operational roll out, to include the supervising and coordinating of all event suppliers, in conjunction with operations staff on the day / evening of the event.

Ensuring that quality compliance per event brief and scope of work is maintained and upheld per client/customer standards and satisfaction.

Status and debrief meetings with clients

Complete financial management on small to medium sized events to include:
Compiling and drafting of budgets for small to medium sized events.
Obtain quotes from suppliers.
To negotiate/obtain cost savings on budgets from event agencies and or suppliers.

Financial process to ensure the loading of shopping carts in order to generate purchase orders to suppliers prior to the event.

Ensure sign off on quotes on confirmed bookings, and payment of client invoices prior to the event taking place.
Adhering to all financial company policies and procedures.
Reconciliation of applicable event file / budget within three working days after event

Event Agencies:

Manage external event companies to assist with the implementation and roll out of medium sized events to include but not limited to the following:
Briefing of external agencies in line with event and client brief.
Manage and track the event status with external event agencies to ensure delivery of the event.

Must have technical / professional qualifications:
Event management and event principles
Project management
Good understanding of cultural diversity.
Computer literacy (MS Office, Oracle)
Database management (high level knowledge of excel)
Event Health and Safety principles
Budgets and financial management on small to medium sized events
Exposure to dealing with various audiences and levels internally and externally is a strong advantage
Knowledge and understanding of the on-line / virtual eventing platforms and delivery

Qualifications:

Matric/Grade 12 (essential)
A minimum of 3 years' working experience in Corporate Eventing i.e.

working directly for a corporate company in the internal events team or with an event agency as a supplier for a corporate company (essential).

Knowledge of on-line events advantageous.

OR
3 Year Degree or diploma in marketing, public relations, hospitality, or relevant qualification (essential)
A minimum of 2 year's working experience in Corporate Eventing i.e.

Working directly for a corporate company in the internal events team or with an event agency as a supplier for a corporate company (essential).

Knowledge of on-line events advantageous.

Core competencies, knowledge, and experience:

Event management / project management skills.
Communication skills - face to face, telephonic/ verbal and written.
Networking skills to included Interpersonal, relationship and conflict management skills
Problem solving and decision making.
Strong stakeholder relationship management - including collaboration and engagement abilities
Project and time management
Solution orientated, decisive by nature
Problem solving and critical thinking skills essential

Closing dat

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