Job Description

Central Events and Conferencing Office new position available:

Sales and events coordinator - Conferencing

The CECO is a unit created by Stellenbosch University. This unit sits outside the traditional University framework in a spin out company, Factory 209 (Pty) Ltd, which is 100% owned by SU.

This exciting new unit is looking for dynamic new talent to further grow the business in 2025 and beyond.

Geographical Location:

Stellenbosch

Province/Region:

Western Cape

Number of Positions:

2

Annual renumeration:

From R280 000 depending on skills and experience
Manage the sales, strategic planning and administration of CECO ConferencingDivision events and activities, including but not limited to Stellenbosch University Internal sporting activity, facility rental, professional, federation and club training and matches across all sports codes. Contribute to the sales team promotional activity plan and share in the responsibility for achieving revenue targets.

MAIN RESPONSIBILITIES

SALES

To sell and be involved in Conferencingfacility rental sales and events Drive business development for the CECO ConferencingDivision Respond to and follow up all enquiries in an appropriate and timely manner To proactively contact all customers throughout the customer journey to increase the opportunity to secure event/sales opportunities. Organise and attend prospective customer site visits Proactively upsell to maximise revenue across all divisions of the business Cold calling Proactive sales focus, engaging with all tasks and activities related to promoting CECO Conferencing Division and generating new leads Responsible for development, continuous update and management of the Conferencing sales and marketing plan Cost, quote and invoice all customers as appropriate Keep excellent financial and operations records Optimise customer and supplier loyalty

ADMINISTRATION & EVENT MANAGEMENT

Plan and implement small - large scale events from start to finish Uphold data standards and accurately enter all opportunities onto booking systems to ensure accurate reporting of opportunity and conversion. Effectively manage the calendar, keep all necessary stakeholders informed of upcoming events To work with other divisions in CECO, other business units in Factory 209 and all internal environments in Stellenbosch University Ensure all event costings are profitable and within the pricing guideline set by management and accountants. To be fully conversant in the budget -revenue targets, average gross profit etc. To ensure that contracting and deposits for bookings are actioned in a timely fashion, as per the company standards and expectations. To ensure that final details and numbers for invoicing are actioned in a timely manner and as per the booking terms and conditions and company standards and expectations. Report effectively on sales pipeline and business on the books for all market segments as required by management. To act as the first point of contact for all event and facility rental enquiries. Involvement in PR and media management Involvement in Event Operations from booking staff to ensuring all events are compliant under National, local and SU regulations Event staff procurement, management and facilitation of renumeration 3rd party suppliers onboarding and management

GENERAL

Support SU and CECO vision and mission

Requirements Qualifications, education, Training

Essential

Diploma or 3-year degree in Events Management or similar qualifications

Desirable

Project management qualification Safety officer qualification First aid qualification

Professional Experience

Essential

3-5 years in a Conferencing coordination Project / events management and administration Financial administration

Desirable

Facility Rental and management and administration

Professional skills

Essential

In depth knowledge of multiple sports codes Excellent sales track record Excellent customer service record Familiar with standard quoting and invoicing procedures Above average organisational and planning skills Familiar with business principles and practices Strong communication skills Report writing (proposals, sales pitches, presentations) Meticulous and detail orientated Event support services intermediate knowledge (AV, sound, logistics, catering etc.) Sound knowledge of standard event health and safety regulations

Programs and systems

Essential

Microsoft office suite with strong excel skills MS teams/ zoom/ other suitable virtual meeting space

Desirable

Event management software Professional network within the conferencing and events industry XERO accounting for quotes and invoices CRM system

Stakeholder relations

External clients and suppliers Internal SU clients and suppliers CECO team members Factory 209 business unit members Relevant Stellenbosch University stakeholders- Various faculties, Facilities Management, IT, Finance, SunCom, Innovus Stellenbosch Municipality

Personal skills

Innovative, self-starter and driven Works well with team Thrives in a high-pressure environment Strong prioritisation and organisational skills Ability to manage multiple focus areas Stress and time management Meticulous, detail orientated and well organised Personable Excellent phone etiquette Manages responsibility for outputs and key metrics Strong networker and customer centric

Role Requirements

Salary will be discussed with successful candidates. Kindly submit your salary expectation with your application to Duane Anderson at Duanea@sun.ac.za.

Kindly note if you do not receive feedback from us within two weeks of your application, please consider your application unsuccessful.

Job Type: Full-time

Ability to commute/relocate:

Stellenbosch, Western Cape: Reliably commute or planning to relocate before starting work (Required)
Education:

Diploma (Required)
Experience:

* Events management: 3 years (Required)