Conference and Exhibition Services Administrator

**Reporting to the**: Events Manager

**Key responsibilities will include but are not limited to**:

- **
Event Application and Temporary Building Permit Application**
- **Scrutinize the CTICC’s operating system on a daily weekly and monthly basis to ensure that we are complying with the City of Cape Town’s deadline dates in terms of event submissions.
- Schedule regular follow-up appointments to check on the status of the clients submission.
- Capture all EO numbers once received in EBMS.
- Ensure all approved floor plans, and renderings, are submitted as per the deadlines to the City of Cape Town.
- Request all medical, safety and security plans, parking plans, and all other plans as indicated by the CoCT event permit clerk from the CTICC’s service providers or from the clients own providers and submit these plans.
- Ensure that all waste management and fire department documentation is submitted as and when required.
- Ensure all documentation that the Department of Health may require are submitted once requested
- Attend all priority meetings with SAPS and the events office once required.
- Provide administrative support and assistance to the department.
- Submit all plans and permits once received to the CTICC Safety and Security department as well.

**2. Administration**
- Assist the Operation Services Coordinators with any ad hoc departmental administration as and when required.
- Maintain the electronic filing system in terms of CTICC Standard Plans, as well as the tracking document for the event permits and all other documents received in relation to the event permit.
- Ensure that all floor plans that are required for the event permit are approved internally and saved online
- Issue soft and hard copy medical plans to CTICC safety officer at the start of all events for the Safety File.
- Liaise with Fire, Waste and Department of Health on any updated documentation in terms of occupancy certificates, waste management or health matters.
- Attending to telephonic calls and visitors to the Department, establishing nature of visit/enquiry and directs requests to appropriate personnel.
- Recording details of enquiries and/or messages in the absence of personnel and forwarding for attention upon availability and/or attending to and providing standard details and routine information to prospective clients for consideration.
- Maintaining the shared drive for the department.
- Carry out relevant reporting and administrative requirements of the department relating to orders received on various platforms.
- Assist with requisitioning of internal event services as and when required.
- Liaise with service providers with regards to internal service orders.
- Set up ESSPC meetings.
- Set up quarterly SLA review meetings with the Conference and Exhibition service providers, record minutes and distribute timeously.

**3. Adhere to all Procurement and Finance Standard Operating Procedures**
- Invoices for temporary building permit to be requested and submitted for payment once received following the CTICC’s SCM and Finance processes.
- Manage client and supplier relations.

**Minimum qualifications and experience**:

- Matric Certificate (NQF Level 4)
- Three to five years Events/Hospitality administration experience.
- Understanding of the CoCT By-Laws pertaining to events, SAPS risk grading, Occupational Health and Safety in terms of events.
- Computer Literate in Microsoft Office.

**Skills and Attributes**:

- Excellent command of the English language.
- Demonstrate a high level of written, verbal and listening skills.
- High level of professionalism.
- High levels of attention to detail.
- Confident and assertive while being patient, proactive and goal driven.
- The ability to use your own initiative and to be a self-starter is essential.
- Team player