Events and Logistics Coordinator

3 weeks ago

Cape Town, South Africa Allan Gray Orbis Foundation Full time

**Purpose of Role**:
The Events & Logistics Coordinator plays a pivotal role in ensuring the seamless planning and execution of successful events, while also being responsible for maintaining a well-functioning office environment. This multifaceted position involves coordinating event logistics, managing office supplies and facilities, as well as making travel and accommodation arrangements for both employees and guests.

**Objectives of Role**:
**Events coordination**
- Plan, organise, and execute events, conferences, seminars, workshops, and other company gatherings.
- Coordinate event logistics, including venue selection, audiovisual equipment setup, catering, transportation, and accommodation for attendees and speakers.
- Develop event timelines and work closely with internal teams and external vendors to ensure all aspects of events run smoothly.
- Manage event budgets, negotiate contracts with suppliers, and track expenses to ensure cost-effectiveness.
- Oversee event registration and handle participant inquiries before and during events.
- Collaborate with strategic communications teams for event-related branding and communication requirements.

**Travel, Transfers and Accommodation**
- Arrange travel itineraries and accommodation for employees and external stakeholders.
- Coordinate airport transfers and transportation for business-related trips.
- Maintain travel records and receipts, ensuring compliance with the company's travel policies.

**Office and Logistic Management**
- Coordinate and manage event logistics, ensuring supplies, equipment, and resources are readily available and well-maintained.
- Handle procurement and inventory management of office supplies, furniture, and other necessary materials.
- Oversee facility maintenance, including liaising with vendors for repairs and upkeep of the building.
- Ensure a professional and welcoming atmosphere for employees and external stakeholders.
- Manage office calendars, scheduling meetings, and organising conference rooms.
- Provide assistance to Executive Assistant and Leadership team when needed

**Experience and Qualifications**:

- Tertiary qualification in Event Management, Hospitality, Business Administration, or related fields preferred.
- Minimum of 2-3 years’ experience as an Events Coordinator, or similar role with strong logistics and travel, accommodation bookings background.
- Proficient in project management and office software (MS Office).

**Competencies**:

- Excellent organisational skills with the ability to multitask and prioritise responsibilities effectively.
- Strong attention to detail and problem-solving skills to ensure smooth event execution and office operations.
- Ability to work both independently and collaboratively within a team.
- Exceptional communication and interpersonal skills to collaborate with internal teams, vendors, and external stakeholders.
- Ability to thrive in a fast-paced environment and handle tight deadlines.

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