Programme Manager

4 weeks ago

Cape Town, South Africa Tourvest Travel Services Full time

The purpose of this job is to professionally manage the day-to-day operations and year-round logístical coordination of Congresses, Conferences and Events or any other event that is being recorded or broadcast physically or digitally by the various Tourvest MICE teams.
- To effectively project manage the Associations and Congress team towards delivering a world
- class service to all our clients and partners, but is not limited to all aspects of the client’s requirements - quoting, converting and operational execution from start to finish.
- Working closely with clients to understand their needs.
- To effectively manage the stakeholders of the business towards enhancing the market position of the business.
- Attending client meetings & guiding them through all processes.
- Writing progress reports & presenting them to clients.
- Achieve stated profit margins for the business while ensuring all expenditure is authorised.
- Meeting with clients to receive their brief and budget for their upcoming event.
- Preparing and managing conference & events budgets.
- Development of compliant proposals and quotations.
- Presenting proposals to clients.
- Sourcing suitable venues based on the clients requirements.
- Accompanying the client on site inspections of possible venue choices.
- Reserving of coaches for transportation of passengers to airports, conference venues, day tours etc.
- Negotiating rates with hotels for group Accommodation and signing of contracts with hotels.
- Co-ordinating group programmes i.e. conference programmes, day tours, special events, Gala dinners, lunches, Spouse programmes.
- Assisting with corporate gifting.
- Monitoring and managing all staff, contractors, consultants and third party suppliers within each Conference.
- Managing of all external and internal suppliers related to the function/event
- Managing all suppliers’ pre and post the event.
- Negotiate the best possible rate with all suppliers and to ensure quality services are rendered.
- Invoicing of clients and payment of suppliers. Keeping track of deposit deadlines and payment schedules.
- Reconciling of accounts after an event.
- Writing progress reports & presenting them to clients.

Client Relationships
- Establish and maintain good relations with all clients.
- Seek new business opportunities from existing clients.
- Resolving complaints.
- Problem solving.
- To ensure client expectations are met and the highest delivery of service is driven through the business.
- To ensure that clients are offered the best available price and product.
- Establish and maintain good relations with all Tourvest staff.
- To ensure effective communication with clients at all times.
- To ensure that all correspondence, documentation, proposals and presentations are delivered accurately and timeously.
- To follow up with clients and any leads.
- Establish reason for decline of proposal and evaluate possible learnings.

Administration
- Full understanding and follow through of all divisional procedures and policies.
- To ensure that files are updated at all times.
- To ensure that financials are updated and accurate.
- To ensure that files are reconciled before financial month end.
- To be financially accountable for each aspect of the file.
- To ensure that financials are checked by the line manager and Accountant.
- To ensure that the forecasting report is regularly updated.
- To follow up with clients and suppliers continuously with regards to outstanding payments and information.
- To ensure suppliers are paid timeously.
- Submit reports as requested and adhere to deadlines.
- Maintain complete confidentiality with all company intellectual property.

Supplier Relationships
- Commitment to and building relationships with TTS’s preferred partners.
- Ensure that the best rates are always negotiated and secured.
- Understanding supplier products.
- Establishing best product.
- Personal development on destinations and products.
- Actively source new products and creative ideas.
- Drive use of Tourvest products.

Teamwork
- To build and maintain good relationships within the teams.
- Build relationships and support all business units within Tourvest.
- Proactively get involved and assist in areas of expertise.
- Flexibility to assist colleagues out of normal working hours, when and if required.
- To build a cohesive relationship with “Working Buddy”.
- Travelling with a group or client where required.

Learning and Development
- Continuously develop product knowledge, attend industry events/seminars/ conferences and participate in supplier workshops, educationals and trade shows Keep abreast of industry trends.
- Attend exhibitions and trade shows where necessary.
- Personal development on destinations and new products.
- Actively source new products and creative ideas.

Minimum Requirements:

- Relevant 3 year Tertiary qualification.
- Minimum of 3 years of experience within the events industry.
- Knowledge of events air is an advantage.

**Job T

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