Events Coordinator

7 days ago


Cape Town, South Africa V&A Waterfront Full time
Job title : Events Coordinator - Cape Town CBD Job Location : Western Cape, Cape Town Deadline : January 03, 2025 Quick Recommended Links
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Job objectives:

Stakeholder Management

  • Develop and foster respectful, transparent, and collaborative communication and relationships with business units, marketing, and internal/external service providers.
  • Network regularly at industry events and associations, strengthening connections with V&A Waterfront, event sectors, and City Officials.
  • Negotiate complimentary and discounted rates with key suppliers/clients, focusing on ROI, and instill this discipline in the events team.
  • Identify and partner with preferred suppliers, marketing their offerings to clients to enhance the ecosystem.
  • Represent the organization at events, meeting with organisers and potential partners when necessary.
  • Exhibit tact, diplomacy, maturity, and professionalism, ensuring excellent customer service.
  • Maintain strong client relationships by understanding their needs and ensuring satisfaction.
  • Act as a brand ambassador, promoting event spaces and services to prospective clients.
  • Handle client feedback proactively, ensuring continuous improvement and high satisfaction levels.

People Management

  • Build a strong, professional team culture, providing guidance and assistance as needed.
  • Lead, mentor, and coach the team, offering clear direction and focusing on skill and confidence development.
  • Manage team schedules, workload capacities, and provide support during peak times.
  • Train and supervise staff to ensure high standards of service, fostering continuous improvement.

Event Planning and Coordination

  • Oversee all aspects of event planning for Meeting Rooms, Demonstration Kitchens, Cruise Ships, including event calendars, logistics, catering, décor, room set-up, and customer service.
  • Research, plan, and implement multiple events within budget and timelines.
  • Ensure compliance with event safety regulations, procurement guidelines, and health standards, in collaboration with relevant stakeholders.
  • Manage campaigns and third-party suppliers, ensuring delivery aligns with the highest quality standards.
  • Maintain and upgrade event spaces, equipment, and utilities, ensuring operational excellence.
  • Anticipate potential issues, create contingency plans, and implement improvements for efficiency.
  • Coordinate the physical setup and preparation for markets and events.

Catering and Vendor Management

  • Coordinate food and beverage vendors, ensuring quality and adherence to client specifications.
  • Build and maintain strong vendor relationships, ensuring timely, quality service delivery.
  • Actively promote preferred vendors and tenants as part of the client’s ecosystem

Budget and Financial Management

  • Plan, track, and manage event budgets, ensuring cost-effectiveness and financial compliance.
  • Assist in preparing financial reports, analyzing campaign outcomes, and providing insights to stakeholders.

Program Evaluation and Reporting

  • Establish qualitative and quantitative success measures for events.
  • Monitor and evaluate event performance, preparing post-campaign reports for stakeholders.
  • Consistently seek opportunities to improve the impact of events on brand health and client satisfaction.

Administration and Reporting

  • Maintain accurate event documentation, manage bookings and payments, and handle general administration tasks.
  • Communicate regularly with relevant managers and curators, providing updates on event developments and performance.
  • Prepare and circulate event marketing calendars and compile detailed reports for stakeholder feedback.

Requirements

Educational Requirements

  •     B. Comm degree in Marketing or related field
  •     Event Management / Project Management Certificate / Diploma will be advantageous

Knowledge Requirements

  •     Events and Promotions
  •     The entertainment industry as it relates to contracting entertainment for events
  •     Technical information relating to audio visual and sound
  •     Sponsorship management, negotiation, client relations
  •     Project and resource management
  •     Budget management
  •     Relevant Legislation
  •     Strategic, Experiential, and Engagement Marketing
  •     City of Cape Town events permit procedures and requirements
  •     City of Cape Town disaster management in relation to events
  •     Knowledge of crowd and public facility management

Experience Required

  • 3-5 Years Catering and Event Management experience

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