Conference and Exhibitions Services Administrator

5 months ago

Cape Town, South Africa CTICC Full time

The Cape Town International Convention Centre (CTICC) is so much more than just another convention centre. An exceptional centre requires exceptional staff and the culture of the CTICC is one of teamwork, recognition, personal accountability, and service excellence. We understand that it is only our people who make us the success we are and, as a result, we make every effort to ensure that we recruit and retain talented, qualified, and enthusiastic leaders, who are team players, able to embrace our values, fit in with our culture and recognise the value of hard work in a dynamic exciting environment.

**The main purpose**:Performs secretarial and administrative tasks or activities, attends to enquiries, processes requests or manages the transfer of requests to appropriate personnel for attention. The incumbent will be required to assist with providing prospective clients with routine information and quotations, attending to specific administrative procedures associated with the functionality and undertaking general office/ clerical and recordkeeping activities. A core focus being to ensure adequate and capable support is made available enabling the conference and exhibition services department to recognise and deliver on priorities in accordance with the high standards expected from a world class establishment. To assist with ensuring that the service delivered by the CTICC, and its service partners are maintained to a five-star standard, recording evidence of such and coordinating between various disciplines to ensure compliance.

**Reporting to the**:Conference and Exhibitions Services Manager

**Key responsibilities will include but are not limited to**:

- Ensure that payment is received prior to the commencement of the event by drawing reports for all exhibitor services and advising the Coordinators of any outstanding payments.
- Check all requisitions created by the commercial department for events to ensure that the correct supplier is linked, the documents loaded, and the values correspond, draw the service order report to ensure that the revenue is raised against the client account.
- DCP requisitions check that the value of these requisitions corresponds with the contract value for these services or against the package allocations issued by the revenue department.
- Ensure that the buyer in SCM is issuing the POs before the commencement of the event.
- Follow up on all supplier quotes for services to adhere to month end deadlines.
- Check all invoices received against the revenue, check the commission percentages against the contract, prior to issuing the invoices to the line manager.
- Liaise with finance and SCM regarding any open purchase orders to resolve and to ensure that suppliers are paid timeously.
- Ensure for correct costing of services by ensuring that updated price lists are received, and any annual changes are managed.
- Maintain costs by ensuring that all quotes are done using the correct selling prices and requisitioned against the correct cost price.
- Attending to telephonic calls and visitors to the Department, establishing nature of visit/enquiry and directs requests to appropriate personnel.
- Recording details of enquiries and/or messages in the absence of personnel and forwarding for attention upon availability and/or attending to and providing standard details and routine information to prospective clients for consideration.
- Maintaining the shared drive for the department.
- Managing enquiries received via the Confex group and allocating this to the coordinators to action.
- Carry out relevant reporting and administrative requirements of the department relating to orders received on various platforms.
- Requisitioning internal event services.
- Booking of internal access machinery (cherry picker and scissor lifts) to clients and liaise with the Maintenance Service Desk as and when required.
- Assist with set up of the exhibition services desk as and when required.
- Liaise with service providers with regards to internal service orders.
- Set up weekly departmental meetings, record minutes and distribute timeously.
- Set up quarterly SLA review meetings with the Confex service providers, record minutes and distribute timeously.
- The Administrator will be the first point of contact to receive new orders via this platform to check that the order received is correct and that all information in terms of payment, client contact is correct both on the ecommerce site as well as the operating system.
- Ensure that all pricing is captured in EBMS in order for this to be available on the ecommerce site.
- Assist in checking the back end for new enquiries that might not have successfully loaded in the operating system.
- Change the status on the site as and when required.

**Minimum qualifications and experience**
- Must have a Matric Certificate.
- An NQF Level 5 Certificate in Office Administration is essential.
- Must have at least three to five years' experience in an events or

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