Event Coordinator

3 weeks ago

Stellenbosch, South Africa CECO Full time

**Central Events and Conferencing Office new position available**:
**Sales and events coordinator - Conferencing**

The CECO is a unit created by Stellenbosch University. This unit sits outside the traditional University framework in a spin out company, Factory 209 (Pty) Ltd, which is 100% owned by SU.

This exciting new unit is looking for dynamic new talent to further grow the business in 2025 and beyond.
- **Geographical Location**:Stellenbosch
- **Province/Region**: Western Cape
- **Number of Positions**:2
- **Annual renumeration**:From R280 000 depending on skills and experience

Manage the sales, strategic planning and administration of CECO ConferencingDivision events and activities, including but not limited to Stellenbosch University Internal sporting activity, facility rental, professional, federation and club training and matches across all sports codes. Contribute to the sales team promotional activity plan and share in the responsibility for achieving revenue targets.

**MAIN RESPONSIBILITIES**

**SALES**
- To sell and be involved in Conferencingfacility rental sales and events
- Drive business development for the CECO ConferencingDivision
- Respond to and follow up all enquiries in an appropriate and timely manner
- To proactively contact all customers throughout the customer journey to increase the opportunity to secure event/sales opportunities.
- Organise and attend prospective customer site visits
- Proactively upsell to maximise revenue across all divisions of the business
- Cold calling
- Proactive sales focus, engaging with all tasks and activities related to promoting CECO Conferencing Division and generating new leads
- Responsible for development, continuous update and management of the Conferencing sales and marketing plan
- Cost, quote and invoice all customers as appropriate
- Keep excellent financial and operations records
- Optimise 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 opportunity and conversion.
- Effectively manage the calendar, keep all necessary stakeholders informed of upcoming events
- To work with other divisions in CECO, other business units in Factory 209 and all internal environments in Stellenbosch University
- Ensure all event costings are profitable and within the pricing guideline set by management and accountants.
- To be fully conversant in the budget -revenue targets, average gross profit etc.
- To ensure that contracting and deposits for bookings are actioned in a timely fashion, as per the company standards and expectations.
- To ensure that final details and numbers for invoicing are actioned in a timely manner and as per the booking terms and conditions and company standards and expectations.
- Report effectively on sales pipeline and business on the books for all market segments as required by management.
- 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 under National, local and SU regulations
- Event staff procurement, management and facilitation of renumeration
- 3rd party suppliers onboarding and management

**GENERAL**
- Support SU and CECO vision and mission

**Requirements Qualifications, education, Training**

**Essential**
- Diploma or 3-year degree in Events Management or similar qualifications

**Desirable**
- Project management qualification
- Safety officer qualification
- First aid qualification

**Professional Experience**

**Essential**
- 3-5 years in a Conferencing coordination
- Project / events management and administration
- Financial administration

**Desirable**
- Facility Rental and management and administration

**Professional skills**

**Essential**
- In depth knowledge of multiple sports codes
- Excellent sales track record
- Excellent customer service record
- Familiar with standard quoting and invoicing procedures
- Above average organisational and planning skills
- Familiar with business principles and practices
- Strong communication skills
- Report writing (proposals, sales pitches, presentations)
- Meticulous and detail orientated
- Event support services intermediate knowledge (AV, sound, logistics, catering etc.)
- Sound knowledge of standard event health and safety regulations

**Programs and systems**

**Essential**
- Microsoft office suite with strong excel skills
- MS teams/ zoom/ other suitable virtual meeting space

**Desirable**
- Event management software
- Professional network within the conferencing and events industry
- XERO accounting for quotes and invoices
- CRM system

**Stakeholder relations**
- External clients and suppliers
- Internal SU clients and suppliers
- CECO team members
- Factory 209 business unit members
- Relevant Stelle

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