Job title: Events CoordinatorJob Location: Gauteng, JohannesburgDeadline: February 08, 2025Duties & ResponsibilitiesOperational Delivery:Assist to co-ordinate events and meetings for the Huawei Office Park.Assist in the co-ordination of the AV / VC set up requirement for events and meetings, together with the Technical team.Assist in the coordination of all services during events (set up, stationery, catering, beverages, etc).Liaise with the catering company pertaining to events and meeting requirements.Liaise with Huawei events team regarding events/meeting requirements.Ensure all room setups as required by the client meet clients' specifications.Ensure water bottles are refreshed regularly throughout the day and that clean glasses are available at all times.Ensure that catering is booked on the system as and when required.Ensure that rooms are cleared and tidied after each event or meeting.Report overflowing dustbins and cleaning issues to the cleaning team on duty in your area.Report and hand in any lost property found in meeting rooms to security.Contractual Delivery:Ensure the coordination of the final setting-up of areas in preparation for event services.Ensure provision of table settings and decoration, the manner and cost of which is to be agreed by Huawei.Ensure clearing of all food, crockery, cutlery, and glassware from the rooms at the end of the event and for ensuring rooms are left in a tidy manner, i.e.
all food debris has been removed.Ensure rooms are cleared no later than two hours from the time of delivery, or on completion of the meeting; whichever is earlier.Ensure that catering staff have used tableware, crockery, cutlery, etc.
is collected subsequently at a time agreed with the recipient of the service.Receive requests for the retrieval of furniture and coordinate the preparation, delivery, and setup of items at the appropriate business location(s) or in support of all events.Customer Focus:Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.Interact with clients to provide and process information in response to inquiries, concerns, and requests about products and services.Keep up to date with business developments and strategic objectives within the environment.Provide advice on general changes and compliance within the workplace management framework when required.Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.Attend to and resolve all customer queries timeously or escalate when necessary.Follow up and follow through on all escalated queries timeously.Manage conflict.Assist to ensure that events are planned at least 48 hours prior to the meeting.Ensure issues raised have been managed and actions taken to prevent recurring issues.Reporting:Assist in the preparation of monthly reporting within set timeframes for distributing to the relevant parties.Code of Conduct:Undertake such other responsibilities as directed by Management that will drive sustainability.Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.Take responsibility for one's own performance.Promote TFS's & Huawei's image and corporate citizenry through deliberate and coordinated activities.Adhere to the TFS's Safety, Health, Environmental and Quality (SHEQ) Management System's Policies & Procedures as applicable to this position.Ensure TFS ethical values are adhered to.Qualifications:Grade 12 (non-negotiable).Tertiary Qualification - preferably in Marketing or Public Relations.3 years events experience.Computer literacy - MS Office Suite.Minimum 3 years' experience coordinating events in a similar environment.
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