Conference and Events Coordinator

2 weeks ago

Bellville, South Africa Camino Recruit Full time

The Central Events and Conferencing Office is a new unit created by Stellenbosch University. This unit sits outside the traditional University framework in a spin-out company. An exciting career opportunity exists for a Business and Conferencing Coordinator to help further grow the business.

Coordinate conferences and business for the company clients as instructed by Division Heads, from inception to completion. Events should be orchestrated with attention to detail, impeccable taste, and finesse as well as attention to the client and guest experience. This position will also contribute to the sales team’s promotional activity plan and share in the responsibility for achieving revenue targets.

**Main responsibilities**

Organize and attend prospective customer site visits

Drive sales for potential conferencing and MICE clients

Event management across various disciplines focused on conferencing and MICE

Keep excellent financial and operational records

Establish, build, and optimize customer and supplier loyalty

**Administration & Event Management**

Plan and implement small - large scale events from start to finish

Uphold data standards and accurately enter all opportunities onto booking systems to ensure accurate reporting of opportunities and conversion

Effectively manage the calendar and keep all necessary stakeholders informed of upcoming events

To work with other divisions in the company and all internal environments at Stellenbosch University

Ensure that contracting and deposits for bookings are actioned in a timely fashion, as per the company standards and expectations

To act as the first point of contact for all event and facility rental enquiries

Involvement in PR and media management

Involvement in Event Operations from booking staff to ensuring all events are compliant with National, local, and SU regulations

Event staff procurement, management, and facilitation of remuneration

3rd party suppliers onboarding and management

**Qualifications**

Diploma or 3-year degree in sports management, sports science, events management with sports focus or similar

Safety officer qualification is desirable

First aid qualification is desirable

**Experience**

1-3 years in conferencing and business events environment

Conference management

MICE events management

Project management and administration

Financial administration

Microsoft Office suite with strong Excel skills

MS teams/ Zoom/ other suitable virtual meeting space

**Professional skills**

In-depth knowledge of event management

Excellent event management track record

Excellent customer service record

Familiar with standard quoting and invoicing procedures

Above-average organizational and planning skills

Familiar with business principles and practices

Strong communication skills

Meticulous and detail-orientated

Event support services intermediate knowledge (AV, sound, logistics, catering etc.)

Sound knowledge of the SASREA act

Sound knowledge of SANS 2020

Sound knowledge of standard event health and safety regulations

Knowledge of Stellenbosch Municipality event registration requirements

**Job Types**: Full-time, Permanent

**Salary**: R23 000,00 - R28 000,00 per month

Ability to commute/relocate:

- Bellville, Western Cape: Reliably commute or planning to relocate before starting work (preferred)

**Education**:

- Diploma (preferred)

**Experience**:

- Events Coordination: 3 years (preferred)
- Conferencing Coordination: 3 years (preferred)

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