Job title : Events Coordinator - Cape Town CBD Job Location : Western Cape, Cape Town Deadline : January 03, 2025 Quick Recommended Links Jobs by Location Job by industries Job objectives: Stakeholder Management Develop and foster respectful, transparent, and collaborative communication and relationships with business units, marketing, and internal/external service providers.
Network regularly at industry events and associations, strengthening connections with V&A Waterfront, event sectors, and City Officials.
Negotiate complimentary and discounted rates with key suppliers/clients, focusing on ROI, and instill this discipline in the events team.
Identify and partner with preferred suppliers, marketing their offerings to clients to enhance the ecosystem.
Represent the organization at events, meeting with organisers and potential partners when necessary.
Exhibit tact, diplomacy, maturity, and professionalism, ensuring excellent customer service.
Maintain strong client relationships by understanding their needs and ensuring satisfaction.
Act as a brand ambassador, promoting event spaces and services to prospective clients.
Handle client feedback proactively, ensuring continuous improvement and high satisfaction levels.
People Management Build a strong, professional team culture, providing guidance and assistance as needed.
Lead, mentor, and coach the team, offering clear direction and focusing on skill and confidence development.
Manage team schedules, workload capacities, and provide support during peak times.
Train and supervise staff to ensure high standards of service, fostering continuous improvement.
Event Planning and Coordination Oversee all aspects of event planning for Meeting Rooms, Demonstration Kitchens, Cruise Ships, including event calendars, logistics, catering, décor, room set-up, and customer service.
Research, plan, and implement multiple events within budget and timelines.
Ensure compliance with event safety regulations, procurement guidelines, and health standards, in collaboration with relevant stakeholders.
Manage campaigns and third-party suppliers, ensuring delivery aligns with the highest quality standards.
Maintain and upgrade event spaces, equipment, and utilities, ensuring operational excellence.
Anticipate potential issues, create contingency plans, and implement improvements for efficiency.
Coordinate the physical setup and preparation for markets and events.
Catering and Vendor Management Coordinate food and beverage vendors, ensuring quality and adherence to client specifications.
Build and maintain strong vendor relationships, ensuring timely, quality service delivery.
Actively promote preferred vendors and tenants as part of the client's ecosystem Budget and Financial Management Plan, track, and manage event budgets, ensuring cost-effectiveness and financial compliance.
Assist in preparing financial reports, analyzing campaign outcomes, and providing insights to stakeholders.
Program Evaluation and Reporting Establish qualitative and quantitative success measures for events.
Monitor and evaluate event performance, preparing post-campaign reports for stakeholders.
Consistently seek opportunities to improve the impact of events on brand health and client satisfaction.
Administration and Reporting Maintain accurate event documentation, manage bookings and payments, and handle general administration tasks.
Communicate regularly with relevant managers and curators, providing updates on event developments and performance.
Prepare and circulate event marketing calendars and compile detailed reports for stakeholder feedback.
Requirements Educational Requirements B. Comm degree in Marketing or related field Event Management / Project Management Certificate / Diploma will be advantageous Knowledge Requirements Events and Promotions The entertainment industry as it relates to contracting entertainment for events Technical information relating to audio visual and sound Sponsorship management, negotiation, client relations Project and resource management Budget management Relevant Legislation Strategic, Experiential, and Engagement Marketing City of Cape Town events permit procedures and requirements City of Cape Town disaster management in relation to events Knowledge of crowd and public facility management Experience Required 3-5 Years Catering and Event Management experience Administrative / Management jobs