HealthyFood Studio Events Coordinator

About Discovery

Discovery's core purpose is to make people healthier and to enhance and protect their lives. We seek out and invest in exceptional individuals who understand and support our core purpose, and whose own values align with those of Discovery.  Our fast-paced and dynamic environment enables smart, self-driven people to be their best. As global thought leaders, Discovery is passionate about innovating in order to not only achieve financial success, but to ignite positive and meaningful change within our society. 

About Discovery Vitality RSA
Vitality is at the heart of Discovery's shared value model and aims to reward members for positive behaviour change. Vitality is a global thought leader in wellness and encourages members to live healthier lives. Vitality operates in a fast-paced and agile environment and has remained at the forefront of wellness thought leadership by delivering cutting edge innovation through bi-annual product launches. Within the team of 500+ creative minds, projects span across all areas, including marketing, finance, data, people, MIS and actuarial, servicing & operations, systems, strategic programs and wellness – providing opportunities for a holistic experience. Vitality partners with leading partners to provide members with a superior rewards experience, providing a dazzling service to our members. In all they do, Vitality people pride themselves in living the Discovery values and championing its core purpose of making people healthier and enhancing and protecting their lives whilst being the everyday ambassadors.

Job Purpose

• To manage Vitality healthyfood studio and manage the communication with clients during events.
  
  

Principal Accountabilities

• Manage HealthyFood Studio mailbox – respond to client queries with a 24-hour SLA.
• Answer calls directed to HealthyFood Studio from Vitality call centre and provide assistance to clients in real time.
• Manage online bookings, internal and external event bookings, and enquiries.
• Oversee event bookings from start to finish; share menus according to event requirements + all costing, create and share quotes, liaise with finance for client invoices, ensure that invoices are shared with clients and recorded, document payments received, create function sheets, book service staff, run through event details with HFS team and communicate any changes/updates, share address and parking information with event organisers, communicate event details with security, maintenance, and cleaning team to ensure that requirements are met on time.
• Be present at private events, during the day and after hours, to oversee all aspects and ensure everything runs smoothly.
• Extensive knowledge of the Dineplan booking platform to; create new seating areas, add custom dates and booking calendar notes, manage online bookings, create new payment templates and items, keep track of weekly stats, assist with booking queries and sending payment links, process refunds, manage client reviews, load sms credits and make changes to classes and time slots.
• Keep up to date with client invoices and payments.
• Complete onboarding assessments and documentation for external corporate bookings to facilitate a smooth payment process.
• Schedule and facilitate weekly team catch-up sessions.
• Keep bookings calendar updated.
• Ensure that all details regarding bookings and classes are always communicated with chefs and scullers, on Whatsapp group and in-person.
• Book AV assistance with webinar requests.
• Manage weekly Blackjack bookings for events.
• Order and procure supplies, e.g. chef's hats, drinks, cleaning supplies etc.
• Log calls for maintenance on broken or faulty equipment and furniture in the venue.
• Send web requests to Documentum for all new courses, as well as updates to existing courses on the HealthyFood Studio website.
• Communicate with chefs and marketing team for completion of course packs – to be shared with clients thereafter.
• Keep a record of staff discounts and HealthyFood Studio vouchers redeemed – to be shared with finance on a monthly basis.
• Social media – record and capture content to post weekly. Support on social media elements.

Education, Knowldge & Experiences;

• Matric Pass
• 1-2 years' experience – Corporate, Hospitality, industry, PR and Events
• 1 - 2 years' with internal operations, processes and procedures experience

Proficiency with the following computer packages:

• Ms Office
• Excellent Excel skills
• PowerPoint
• Outlook
• Knowledge of Discovery system such as paradigm and VKMS and Evolve. 

Essential:

• Relevant tertiary Qualification
• Coaching Experience
• Ms Suite
• Experience conducting presentations
• Thorough understanding of Benefits and products within Discovery Vitality