Job Description

Job Summary

CONTRACT (3 MONTHS), Events/ Trade Show Sales Co-Ordinator (Assistant/P.A)., Woodmead, R20 - 25kctc

• ABLE TO START IMMEDIATELY
• Min 3 - 5 years Event/ Trade Show Sales Assistant / Co- Ordinator experience
• Computer Literate - Strong MS Packages ( Excel and PowerPoint)
• Exp in Online CMS System would be advantage
• Personal Assistant duties to Sales Manager
• Assisting Sales Force with Exhibitions, Trade Shows & Admin Duties
• Must be able to travel Nationally
• Able to work on weekends and after hours if required

Key Responsibilities:

Sales Support & Exhibitors Customer Service

• Assist with contacting and emailing stand enquiries received via Pardot forms (IATF2023)
• Assist with issuing of contracts (Manually or on Salesforce for all the shows)
• Assist with contract amendment forms, VOT, etc. (for all the shows)
• Assist in liaising with and coordinating agents and PR agencies (for all the shows)
• Debtors assistance and follow up
• Contract signing follow up
• Setting up meetings for Sales Manager and Sales Executives
• Tracking sales against sales targets
• Manage the filing for the Exhibitor contracts, 1 for the Ops Director, 1 to Accounts and 1 for the Master File
• Keep a copy of the exhibitor invoice in the sales folder on the share for each exhibitor
• Send confirmation letter, first invoice and signed contract to client within 48 hours of receiving contract
• Collect 50-word exhibitor profile, logo and contact details for publication on websites
• Update Exhibitor databases
• Ensure floor plans are updated and checked
• Update websites and e-mail exhibitors to advise them of this
• Ensure that exhibitors are kept informed of current deadlines, progress and requirements
• Update and maintain contract checklist with floorplan, exhibitor list, websites and newsletter recipients daily
• Assist Sales Executives in following up on Exhibitor Evaluation Forms
• Keep a professional communication channel open at all times with the exhibitors
• Processing of exhibitor functions, publicity aids, parking and additional items upon the directive of the General Manager
• Forecasting sales

Online CMS System (Salesforce)

• Having a full-on understanding on how the CMS system works - training will be provided
• Assist in uploading new data into the CMS System where required
• Assist team members in updating existing data on the CMS System where required
• Assist the GM Marketing and General Manager in exporting data and reports

Sales Collateral

• Work in conjunction with GM Marketing and GM to ensure Sales Executives have all the sales collateral that is required.
• Assist Sales Manager and Sales Executives with information on the exhibitors signed up for each show and other exhibitor content to be featured in the exhibitor and visitor newsletters
• Assist Sales Manager and Sales Executives with any printing and admin requirements

General

• Ensure you have the basic information on your departments shows to be able to answer all general s how queries
• All e-mails and telephone calls must be replied to on the same day to ensure a professional service
• General faxing/scanning/copying
• Ensure all documents worked on are saved on the share under the specific folder
• Keep your outlook diary up to date with all external and internal meetings
• Ensure that your outlook diary is shared with your management.
• Ensure the administration of the exhibition us in accordance with the structures set out by the company.
• Any problems with Exhibitors / Clients, the Project, or any other complaints made, must be brought to the attention of the PD immediately
• Travel may be necessary from time to time

Service & Work Ethic

• Provide a friendly and professional service to all visitors, buyers and exhibitors you come in contact with
• Provide general support to your entire team
• Punctuality for work and appointments with clients is considered professional courtesy and must be conducted at all times
• Always show an interest in what the client requires, as well as that of fellow team players
• Keep abreast of developments and share news, developments and insights with fellow team members.
• Red flag problem areas proactively rather than reactively - pre-empt challenges rather than leaving to a point where this will impact delivery to the client or place undue stress on team members
• Show a positive, upbeat front, keep cool and show a consistent character especially under high stress periods
• Strive to over deliver in every area of the portfolio, year on year. Look at innovative ways to improve process, implement systems and deliver on quality and professionalism.
• Look at innovative ways to improve process, implement systems and deliver on quality and professionalism
• You will be requested to work additional hours from time to time to fulfil deadlines for the exhibitions your department is responsible for
• You may also be expected to be at the actual exhibitions for the full duration of the shows in order to offer an onsite service to exhibitors, buyers and back up the project team.
• You are to provide full support to the PD, Sales Manager, Sales Executives, GM Marketing and General Manager and to perform any other duties and responsibilities as deemed necessary by CLIENT Africa to fulfil the role of Sales Assistant.
• Provide support with events during and after hours / weekends
• Assisting the department with daily activities consultant / event enquiries and monthly reports.

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