Events Specialist

PROGRAMME MANAGEMENT

• Design proposals as per client request.
• Presentation of proposals to clients in the written form.
• Responsible for all bookings (flights, accommodation and ground services).
• Responsible for supplier payments.
• Responsible for invoicing clients and ensuring that payments are received from clients.
• Correspond with client to confirm logistics around the itinerary (email, telephonic or teams/zoom).
• Attend site inspections as required.
• Documentation management of all projects:
• Itinerary planning and layout.
• Vouchers.
• Rooming lists.
• Filing.
• Arranging flights and transport for delegates.
• Prepare the working document or function sheet.
• Reconciliation of programme following the programme.

REPORTING

• Prepare monthly, quarterly and annual reports as required.
• To ensure that the forecasting report is regularly updated.
• Manage outstanding debtors.
• Explanation of variances.
• Margin management.
• Reconciliation of files.

ADMINISTRATION

• Full understanding and follow through of all divisional procedures and policies.
• To ensure that files are updated at all times.
• To ensure that financials are updated and accurate.
• To ensure that files are reconciled before financial month end.
• To be financially accountable for each aspect of the file.
• To ensure that financials are checked by the line manager and Accountant.
• To ensure that the forecasting report is regularly updated.
• To follow up with clients and suppliers continuously with regards to outstanding payments and information.
• To ensure suppliers are paid timeously.
• Submit reports as requested and adhere to deadlines.
• Maintain complete confidentiality with all company intellectual property.

CLIENT RELATIONSHIPS

• Establish and maintain good relations with all clients.
• Seek new business opportunities from existing clients.
• Resolving complaints.
• Problem solving.
• To ensure client expectations are met and the highest delivery of service is driven through the business.
• To ensure that clients are offered the best available price and product.
• Establish and maintain good relations with all Tourvest staff.
• To ensure effective communication with clients at all times.
• To ensure that all correspondence, documentation, proposals and presentations are delivered accurately and timeously.
• To follow up with clients and any leads.
• Establish reason for decline of proposal and evaluate possible learnings.

SUPPLIER RELATIONSHIPS

• Commitment to and building relationships with TTS's preferred partners.
• Ensure that the best rates are always negotiated and secured.
• Understanding supplier products.
• Establishing best product.
• Personal development on destinations and products.
• Actively source new products and creative ideas.
• Drive use of Tourvest products.

TEAM WORK

• To build and maintain good relationships within the teams.
• Build relationships and support all business units within Tourvest.
• Proactively get involved and assist in areas of expertise.
• Flexibility to assist colleagues out of normal working hours, when and if required.
• To build a cohesive relationship with "Working Buddy".
• Travelling with a group or client where required.

LEARNING AND DEVELOPMENT

• Continuously develop product knowledge, attend industry events/seminars/ conferences and participate in supplier workshops, educational and trade shows.
• Keep abreast of industry trends.
• Attend exhibitions and trade shows where necessary.
• Personal development on destinations and new products.
• Actively source new products and creative ideas.

EDUCATIONAL REQUIREMENTS

• Matric Qualification.
• Tertiary Tourism / Travel qualification would be preferable.

EXPERIENCE IN YEARS

• 3 to 5 years of MICE experience.
• Experience in conferencing and events.
• Excellent MS Office skills.
• AGM experience is preferred.
• Experience using AGM would be an advantage.
• Ticketing /Amadeus experience would be an advantage.

Job Type: Temporary

Contract length: 6 months

Work Location: In person