Event Planning Specialist

3 days ago

Midrand, Gauteng, South Africa Hire Resolve Full time

Hire Resolve is seeking a skilled Events Coordinator to manage and coordinate large-scale sporting events, executive conferences, corporate gatherings, and lifestyle events. This role offers the chance to be at the heart of organizing high-impact events that span various industries, bringing creativity and precision to each project.

Key Responsibilities
  • Event Coordination: Independently manage and coordinate small to medium events, from conceptualization to execution, including venue sourcing, planning, implementation, and post-event debriefing.
  • Documentation: Draft essential operational documents such as budgets, operations reports, event specification guides, and post-event reports.
  • Client Engagement: Respond to new event briefs promptly, ensuring all budgets, concepts, and proposals are prepared and submitted within designated timeframes.
  • Meeting Management: Schedule and attend regular status meetings with clients, maintaining accurate records such as agendas, minutes, and scope changes.
  • Onsite Management: Oversee assigned events onsite and assist the Divisional Manager and Event Managers as needed during larger events.
  • Administration: Handle all administrative tasks related to assigned events, including electronic filing, drafting agendas, processing invoices, and ensuring all documentation is up to date.
  • Financial Management: Monitor and manage the financial aspects of events, including budgeting, forecasting, processing payments, and ensuring financial targets are met.
  • Supplier Management: Assist in the procurement and vetting of suppliers, ensuring they meet safety and health standards, and negotiate payment terms.
  • Proposal Preparation: Support the Divisional Manager in developing proposals, budgets, and presentations for tenders and new business opportunities.
  • Compliance and Safety: Ensure all occupational health and safety requirements are met, including maintaining updated OHS files for each event.

Requirements

  • Minimum of 3 years of solid experience in event coordination and administration within the events industry.
  • Relevant tertiary qualification (Diploma or Degree) in project management, event management, marketing management, hospitality, or public relations is preferred.
  • Advanced PC literacy, particularly in Microsoft Excel and PowerPoint.
  • Familiarity with event companies procedures and systems or similar event management systems is beneficial.
  • Strong attention to detail, excellent time management, ability to multitask, and operate under pressure.
  • Excellent verbal and written communication skills, with the ability to operate professionally at an executive/client level.
  • Willingness to travel, work overtime, and handle extended periods away from home.

Benefits

  • Salary negotiable

Contact Hire Resolve for more information

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