Events Coordinator

2 weeks ago

Cape Town, South Africa V&A Waterfront Full time

The **Events Coordinator** at Makers Landing is responsible for the comprehensive planning, organising, and execution of meetings, events, and banquets, ensuring seamless experiences for clients and guests. This role involves promoting, booking, and coordinating events that create immersive and engaging brand experiences, enhancing positive brand perceptions.

Key responsibilities include meeting with prospective clients to market the space, coordinating event logistics such as catering, décor, room setup, and ensuring safety compliance. The Events Coordinator will also manage event budgets to ensure cost-effectiveness, collaborate with food and beverage vendors to maintain high-quality standards, and oversee the training and supervision of staff to deliver exceptional service. Additionally, this role focuses on maintaining strong client relationships, ensuring their needs are met with satisfaction, and managing vendor coordination for timely and quality service delivery.

Through collaborative engagement with internal and external stakeholders, the Events Coordinator will ensure successful event execution, supported by effective planning, administration, and reporting to create compelling and commercially viable brand experiences on site. As a brand ambassador, the incumbent must promote preferred vendors and tenants, ensuring the ecosystem is fully leveraged for maximum impact.

**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.

**Educational Requirements**
- B. Comm degree in

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