Job Description

Closing Date: 2025-03-23
Job Type: Permanent
Job Level: Skilled
Experience: Between 3 - 5 Years
EE/AA: No
Summary
To assist the Divisional Manager with the coordinated management and implementation of multiple events that are directed towards service excellence, strategic business and other internal/external organisational objectives
Description
Event Coordination

• Coordinate high-quality small to medium events independently from conceptualisation, venue sourcing, planning, implementation, reporting to debrief.
• Draft operational documents such as budgets, operations reports, event specification guides and post-event reports.
• Ensure that all new allocated briefs are responded to, including budgets and concepts, within the relevant time frames.
• Ensure that skills, care and diligence are exercised in carrying out obligations and those of other service providers, and furthermore to promote and safeguard the interests of the clients.
• Scheduling and attending regular status meetings with clients, ensuring accurate documents are kept (agendas, minutes, scope changes, etc.).
• Manage assigned events on-site and assist the Divisional Manager and Event Managers on-site as and when required.

Administration and Internal Business Processes

• Responsible for all administration related to assigned small to medium events including (but not limited to) electronic filing, drafting agendas, minutes, operations reports, event reports, obtaining quotes, loading of Purchase Orders, processing invoices for payments, processing supplier registration forms, recon, etc.
• Assist the Divisional Manager and Event Managers with administration related to a project as and when required.
• Adhere to all management controls, administrative systems, procedures and templates.
• Adhere to time management system and processes (NBR & PDK).
• Provide regular input to the Divisional Manager on all projects activity, including status reports, any possible risks, opportunities, achievements and/or potential issues on a weekly basis.
• Ensure that all company operational and financial policies and procedures are adhered to, implemented and executed timeously.

Financial Management and Payment of Suppliers

• Ensure that all individual and divisional financial targets are met as per the annual targets set by the shareholders
• Prepare and submit reports to the Divisional Manager, HoD and finance division on all aspects regarding the financial processes for all assigned small to medium events, including budgeting, weekly cash-flow forecasts, income forecasts, recon status reports, outstanding invoices, credit card recons, expense claims, etc
• Ensure that all purchase orders, contractual deposits and payments are received in accordance with terms and conditions agreed to with clients and compliant with the company's standards.
• Ensure that clients are presented with the most competitive and cost-efficient quotes.
• Ensure that the clients objectives are met within the scope and budgets.
• Assist the Divisional Manager and Event Managers with the procurement and vetting of suppliers, to ensure that work undertaken by suppliers is carried out in a manner that will avoid, reduce or control foreseeable risks to peoples safety and health.
• Assist the Divisional Manager and Event Managers with the financial processes for large events as and when required.
• Accurately loading of all supplier Purchase Orders for all assigned events on Microsoft Dynamics GP.
• Provide feedback to the Divisional Manager regarding outstanding Purchase Orders from clients, receipt numbers and payments and follow though until all matters are resolved.
• Obtain and submit all supplier invoices for all assigned events within 45 days after an event.
• Submit financial recons to clients to sign off for all assigned events within 45 days after an event.
• Adhere to all internal and client related financial policies and procedures as all times.
• Responsible for all financial and administration functions pertaining to payment of suppliers . This includes, but are not limited to:
• Receive and acknowledge Payment of Supplier requests received;
• Load request on Plan Events;
• Obtain supplier quote and negotiate costs on behalf of client

• Obtain invoice and proof of banking details from suppliers;
• Translate supplier quotes into budgets with options;
• Submit budget to clients for approval and to load the Purchase Order;
• Acknowledge receipt of Purchase Order;
• Add payment to the weekly cash flow forecast;
• Load Purchase Orders for suppliers
• Generate and submit Diners authorisation forms for suppliers if applicable;
• Process payment to suppliers in liaise with the finance division;
• Load and close the final amount paid on Plan Events.

Policies and Procedures Management:

• Ensure that all company operational and financial policies and procedures are adhered to, implemented and executed timeously.
• Ensure that suppliers comply with all OHS requirements, POPI act, SLAs and clients policies.

Procurement Management

• Assist the Divisional Manager with the management of supplier contracts and agreements (SLAs) in liaison with the Corporate Services Division
• Assist the Divisional Manager with the procurement and vetting of suppliers, to ensure that work undertaken by suppliers is carried out in a manner that will avoid, reduce or control foreseeable risks to peoples safety and health.
• Ensure suppliers recognise good practice and comply with clients and legislative requirements.

Negotiate supplier payment terms.

• Assist with the vetting and building of a strong B-BBEE supplier database.
• Check and submit venue, entertainment and client contracts for internal approval.

Business Development, Proposal and Client Retention

• Assist the Divisional Manager to develop and maintain relationships with key clients with a view to maximise business opportunities and to reach financial targets.
• Assist the Divisional Manager with CRM activities.
• Establish and maintain effective relationships with clients and goes above and beyond to anticipate the needs of the clients.
• Assist with the preparation of proposals, creative concepts and presentations for tenders and proposals.
• Obtain supplier quotes and assist with the preparation of budgets for tenders and proposals.

Health and Safety Management

• Ensure all occupational health and safety requirements and policies are adhered to and OHS files are updated for each allocated MCT and small to medium events.
• Assist Event Managers with OHS files & forms and obtaining the necessary OHS documents from suppliers.

Minimum Requirements
Qualification

• Relevant tertiary qualification (Diploma or Degree) in project management, event management, marketing management, hospitality or public relations will be beneficial.
• Advanced PC literacy (Microsoft) is essential, including Excel and PowerPoint.

Experience

• Extensive and varied experience in the eventing industry with a minimum of 3 years solid experience in event coordination and administration.
• Solid track record on the administration of events and/or projects.