Venue Coordinator

7 months ago

Paarl, South Africa Venue Full time

**Salary will differ depending on experience.**

**You will be responsible for managing all aspects of event planning, including booking venues, coordinating with vendors, and ensuring that all details are taken care of. You will also be responsible for managing our team of event staff, ensuring that they are properly trained and prepared for each event.**

**Duties & Responsibilities**
- Serve as the primary point of contact for all venue-related inquiries, including but not limited to: booking requests, event logistics, on-site support, and invoicing
- Maintain a thorough understanding of the features and benefits of the venue in order to effectively sell its capabilities to potential clients
- Develop strong relationships with existing clients and work proactively to ensure their continued satisfaction with our services
- Generate new business leads through networking, cold-calling, and other means of marketing the venue
- Convert leads into bookings by providing detailed proposals and coordinating site visits
- Manage all aspects of event planning and execution, including but not limited to: contract negotiation, menu selection, décor coordination, audio/visual needs, transportation arrangements, and on-site troubleshooting
- Serve as the on-site manager during events, ensuring that all details are executed according to plan and that the client’s expectations are met or exceeded
- Supervise a team of event staff members, including but not limited to: bartenders, servers, kitchen staff, housekeeping, and security
- Work closely with the venue’s sales, catering, and operations teams to ensure a coordinated and seamless event experience for all guests
- Proactively identify opportunities for process improvement and make recommendations to management
- Stay abreast of industry trends and best practices to ensure that the venue is positioned as a leader in the market
- Perform administrative tasks as needed, including but not limited to: maintaining accurate records, preparing reports, and processing invoices to be submitted to Financial department.
- Maintenance, - Keeping record of any Maintenance or renovations to be completed and informing management, including but not limited to providing with minimum of 3 Quotes for approval.

**MARKETING**

**Responsibilities**:

- Strengthens relationships between existing clients.
- Implements new market segment opportunities and helps management team develop goals and objectives in response to advertising and promotional opportunities and suggestions of customers.
- Identifies the needs and sets objectives and clear procedures for new market opportunities
- Develop and document product metrics and quality control measures
- Actively monitors market trends and competitor activities and provides countermeasures
- Creation of menu and implementation of signage design and other area issues
- Ensures that all financial costs are in line with the permitted or allocated marketing budget
- Creates the marketing budget, helps maintain the budget and effectively communicates the budget plan in relation to all marketing activities planned as well as keeping the costs within the limits of the approved budget.
- Enforces policies and procedures that are in relation to marketing and branding
- Creates and manages the Venue calendar of marketing events or activities
- Ensures that campaigns and related corporate communications are according to the set guideline, budget and timeline.
- Create awareness in media to boost existing and new relationships - If requested by Management
- Develop customer base and retention marketing programs
- Leads weekly and monthly promotions through all social media accounts.

**Administration**
- Creating a detailed list of event requirements including guest lists, catering needs, entertainment requirements, and decorations.
- Coordinating with the venue staff to ensure that all preparations are made for an event.
- Managing the budget for an event to ensure that costs stay within the planned budget limits.
- Ensuring that all staff members have been hired and trained to provide quality service to event attendees.
- Arranging for all audio-visual equipment to be available during an event.
- Managing the day-to-day operations of an event by overseeing all setup, breakdown, and other activities to ensure a smooth event flow.
- Coordinating with catering staff to ensure that meals are prepared properly and on time.
- Coordinating with event planners to help create a detailed schedule of events and activities for guests.
- Preparing, organising and storing information in paper and digital form
- Greeting visitors at reception
- Managing diaries, scheduling meetings and booking rooms
- Arranging travel and accommodation
- Arranging post and deliveries
- Taking minutes at meetings
- Typing up letters and reports
- Updating computer records using a database
- Printing and photocopying
- Keeping track of Office/Venue Supplies and send through to office

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