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Events Coordinator

4 months ago

Johannesburg, South Africa IntelliStaff Full time

**_Our client in the solar/renewable energy industry is urgently looking to employ an Events Coordinator at their organization_**

**_Location: _**:

- Randburg, Gauteng_

**_Requirements:_**
- _ 5+ years of Events Coordinating experience_
- _ Own transport is essential. This role does require the employee to work at 06h00 to set up a venue and work after 17h00 at times and be available to travel locally and to SADC regions when required._
- _ Must have excellent IT skills Excel, Word, PowerPoint, Outlook, (Dreamweaver and Adobe Creative Suite an advantage)_

**_ Responsibilities:_**
- Core Duties_
- _ Arrange events from A-Z_
- _ Send out invitations via SOP and distribute them to customers_
- _ Schedule events on the Portal_
- _ Liaise and order POS with suppliers/manufacturers for customer events_
- _ Organize staff events_
- _ Achieve pre-agreed deadlines set by the Events Manager_
- Face to Face_
- _ Book venues and organize menus for delegates and special dietary requirements_
- _ Liaise with the venue organizer to provide event dates, locations, delegate numbers, and room requirements_
- _ Ability to obtain quotes for flights, accommodation, and car hire_
- _ Confirm the Internal event team, including Sales Managers, Technical & Account Managers who will be attending the event_
- _ Ensure that all staff attending events have SegenSolar shirts, jackets, name badges, and business cards_
- _ Create and upload all customer events onto the portal_
- _ Amend customer invitation template according to details of an event_
- _ Ensure product is arranged with the technical department to get to each venue_
- _ Co-ordinate Point of Sale requirements for events with manufacturers i.e., banners, brochures, pens, notebooks, gift bags, etc_
- _ Liaise with manufacturers attending events to confirm accommodation, attendance time, presentations, and other marketing collateral to bring on the day or send prior to the event_
- _ Ensure all printouts, POS, delegate list for registration, agenda, and feedback forms are printed to take to the venue_
- _ Ensure customer gift bags are packed and delivered to the venue_
- _ Ensure that all manufacturers' presentations and company presentations are loaded onto a USB_
- _ Upload training presentations onto the portal after each training_
- _ Ensure that all call-downs are done with registered customers 1 week prior to the event and provide final numbers to the venue_
- _ Setup events the day before (if the venue allows) do a dry run with presenters and check AV and sound_
- _ Ensure that photographs and videos are taken at events_
- Post Event_
- _ Mark off attendees on SOP_
- _ Send certificates to customers who attended the event_
- _ Summarise the feedback forms and send them to the Events Manager_
- _ Create a report with photographs for feedback to manufacturers and send it to the Events Manager_
- Online Event Duties_
- _ Creating webinar events on the events page on the portal_
- _ Send out webinar meeting requests to presenters, presenting on each webinar_
- _ Send out dry run meeting requests to presenters_
- _ Check presenters have accepted webinar meeting requests_
- _ Send out webinar invitations via SOP 1 week prior to the 1st webinar date_
- _ Create Slides Q&A for customers_
- _ Upload the presentation on the portal immediately after the webinar_
- _ Mark off the attendees on SOP after the webinar, highlighting the non-company customer attendees_
- _ Send out certificates to the attendees via SOP_