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Senior Coordinator/administrator Woodmead

4 months ago

Johannesburg, Gauteng, South Africa RAKKGALAKANE RECRUITMENT Full time

Grade 12 /Matric:

-
5 years' experience in similar role:

-
MS Office Suite:

  • To be thorough and pay attention to detail
  • The ability to work well with others.
  • The ability to work on your own
  • To be flexible and open to change
  • Excellent written and verbal communication skills.
  • Good interpersonal and decisionmaking skills.
  • The ability to handle the stress

Travel Arrangements

  • Arrange travel and accommodation for show team, consultants and all related event staff when required
  • Collate speaker travel dates and compile a travel schedule together with the General Manager
  • Ensure all documents worked on are saved on the share under the specific folder

Co-ordinating sales data

  • Weekly sales report collation
  • Sales Reports / any other requested
  • Work closely with operations coordinator and operations team to check budget vs. tracker and check that all contracts, stand numbers and sizes match each other
  • Continual inputting of all contracts and related data into the respective exhibitor listings and online exhibitor portals
  • To continually check that all contracts, stand numbers and sizes match each other in the exhibitors' listings and online exhibitor portals
  • It is imperative to go through the various floor plans on a weekly basis 2 months prior to the expo and advise the exhibitor of any floor plan changes

Contracts

  • Assist with drawing up contracts for partnership agreements as well as with communicating with the partners
  • Work together with PD / ED & legal to review necessary contracts
  • Driving Contra invoices
  • Following up on returned signed agreements where necessary

Co-ordinating/Pre-planning and general

  • General event coordination including stationery, invites, rsvp's, phone downs, website, proofing etc. and
- ensuring that all office equipment for onsite is taken to show

  • Provide weekly update on budget expenses to PD

7 Day programme

  • Manage overall 7day programme and onsite programmes with the team under the guidance of the General Manager

Onsite

  • Responsible for petty cash available for support staff
  • Staff and team coordinator
  • When necessary, advise PD of any problems onsite

Events

  • Work directly with Portfolio Director and General Manager to organise road shows, media launches exhibitor awards functions, exhibitor briefings & trade functions for and at each show
  • Handle all logistics regarding:
  • Booking venue
  • Organise food and beverage catering
  • If applicable, research music for functions and handle all logistics
  • Work with Marketing on invite
  • Send out invite to invited guests
  • Work with team on RSVP list
  • On the day of the event, handle setup and logistics
  • Manage the administration and production of all relevant paperwork to support the PD for the show and ensure that all is printed and ready to go onsite

Budget Management

  • Manage supplier invoices and documents as per approved budget and signed off by manager
  • Writing out of all Purchase Orders requested by PD and ensure they are captured into the budget
  • Ensure that orders and invoices are sent through to accounts timeously and proof of payments are received
  • Liaise with finance on a regular basis regarding discrepancies in the budget on revenue and expenses
  • Monthly commission schedules verified and submitted to finance per deadline communicated
  • Liaise with accounts to ensure all your areas of responsibility are properly billed/paid for
  • Management of all speakers, ambassadors etc. related budget line items with Marketing Manager, approval of PO's together with the PD and overall financial and cash management

Customer Service and info inboxes

  • Assist GM and PD in preparing weekly status for MD & Meet weekly

GENERAL

  • Administration
  • Save all documentation on the share drive
  • Always comply with all procedures:
  • Do online training when requested
  • Ad hoc Reed requests