Event Coordinator

4 weeks ago

Cape Town, South Africa Workshop17 Full time

**Location: Workshop17 - Kloof Street and Watershed**
- **Job brief**_

The Event Coordinator is responsible for understanding and executing detailed event briefs, and ensuring that they have knowledge of what the client/event is trying to achieve and what will make the event a success. The coordinator translates the brief into a correct and compelling offer and quote.

The Coordinator pro-actively identifies the client's needs and maintains a high standard of meeting room and venue set up, pré, during and post hosting the event.

Open and clear communication with the location, hotel and restaurant team is vitally important in order to plan and manage five-star service and ensure the team has received detailed briefs that ensure excellent execution by all.

The Coordinator acts as team member and supports the Location Manager and the location team with hosting and community-related tasks and is part of delivering excellent customer service to our members and guests.
- **General scope of work**:_
- Pre-event_
- Event booking process and scheduling; communication with clients; contract setup and needs analyses - layout, catering, parking, etc; uploading details onto the relevant platforms - CRM, W17 platform, overview sheet.
- Running orders.
- Event Management_
- Managing event client’s needs on-site.
- Being the main point of contact on-site.
- Catering requirements.
- Cleanliness of event venues.
- AV setups and regular checks.
- Supporting the team during the event and ensuring 5 star experience for our event guests and members
- Post-event_
- Client feedback and follow up.
- Breakdown of the venue & standard setup.
- Business Development_
- Proposing and implementing ideas to improve event success, revenue, venues & spaces.
- Actively promoting the event venues by identifying opportunities and actively engaging with the community and production companies to utilise the space.
- Collaborating with the marketing team to work on collateral to engage with our members and to promote events and our meeting room spaces. Generating awareness and revenue.
- Following through with the leads process through client engagement and active use of our CRM platform.
- Hosting and Team Player_
- Reception duties & member queries.
- Supporting the Community team and assisting with member queries.
- Managing event logistics team.
- Willingness to assist in other departments when required.
- Assist with managing the reception area.
- Finance_
- Ensure correct pricing of all events elements, and ensure event profitability.
- Financial overview & working towards being in line with the business case targets.
- Prepare Purchase Orders and submit payments in a timely manner.
- Customer service_
- Ensuring that all clients, including members, enjoy 5-star service, & that the teams deliver exceptional service.
- Identifying any shortfalls in customer service and ensuring team members understand and are trained to a high standard.
- Space Management_
- Regular maintenance and AV checks.
- Stock control of AV and event stationery.
- Ensure space set-up is done with mínimal disruption to the members and ensure space looks presentable at all times.
- **Ideal Qualifications, skills and experience**:_
- Excellent communication skills - verbal and written.
- Ability to be creative with client offerings and how to maximise revenue/sales driven.
- 2-3 years of experience working in the event industry; planning and managing events.
- Experience in the Food and Beverage industry (advantage).
- People management experience.
- Attention to detail, organised and thorough with a desire for continuous improvement & problem-solving.
- Great time management skills.
- Ability to deliver exceptional services despite heavy workloads.
- Action orientated and the ability to multitask.
- Integrity and professionalism; friendly and approachable.
- Ability to train and set clear expectations.
- Great team player.
- Ambitious & passionate.
- Valid driver's licence and own transport.
- The ability to switch between and navigate various online systems.
- Soft skills such as empathy, active listening, critical thinking, flexibility, and more).

**Job Types**: Full-time, Permanent

**Salary**: R13,000.00 - R15,000.00 per month

Application Question(s):

- Describe your personality in 3 words?
- How do you manage your time during your time at work?

**Experience**:

- event coordination: 2 years (required)

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