Job Description

The purpose of this job is to professionally manage the day-to-day operations and year-round logistical coordination of Congresses, Conferences and Events or any other event that is being recorded or broadcast physically or digitally by the various Tourvest MICE teams.

To effectively project manage the Associations and Congress team towards delivering a world- class service to all our clients and partners, but is not limited to all aspects of the client's requirements - quoting, converting and operational execution from start to finish. Working closely with clients to understand their needs. To effectively manage the stakeholders of the business towards enhancing the market position of the business. Attending client meetings & guiding them through all processes. Writing progress reports & presenting them to clients. Achieve stated profit margins for the business while ensuring all expenditure is authorised. Meeting with clients to receive their brief and budget for their upcoming event. Preparing and managing conference & events budgets. Development of compliant proposals and quotations. Presenting proposals to clients. Sourcing suitable venues based on the clients requirements. Accompanying the client on site inspections of possible venue choices. Reserving of coaches for transportation of passengers to airports, conference venues, day tours etc. Negotiating rates with hotels for group Accommodation and signing of contracts with hotels. Co-ordinating group programmes i.e. conference programmes, day tours, special events, Gala dinners, lunches, Spouse programmes. Assisting with corporate gifting. Monitoring and managing all staff, contractors, consultants and third party suppliers within each Conference. Managing of all external and internal suppliers related to the function/event Managing all suppliers' pre and post the event. Negotiate the best possible rate with all suppliers and to ensure quality services are rendered. Invoicing of clients and payment of suppliers. Keeping track of deposit deadlines and payment schedules. Reconciling of accounts after an event. Writing progress reports & presenting them to clients.
Client Relationships

Establish and maintain good relations with all clients. Seek new business opportunities from existing clients. Resolving complaints. Problem solving. To ensure client expectations are met and the highest delivery of service is driven through the business. To ensure that clients are offered the best available price and product. Establish and maintain good relations with all Tourvest staff. To ensure effective communication with clients at all times. To ensure that all correspondence, documentation, proposals and presentations are delivered accurately and timeously. To follow up with clients and any leads. Establish reason for decline of proposal and evaluate possible learnings.
Administration

Full understanding and follow through of all divisional procedures and policies. To ensure that files are updated at all times. To ensure that financials are updated and accurate. To ensure that files are reconciled before financial month end. To be financially accountable for each aspect of the file. To ensure that financials are checked by the line manager and Accountant. To ensure that the forecasting report is regularly updated. To follow up with clients and suppliers continuously with regards to outstanding payments and information. To ensure suppliers are paid timeously. Submit reports as requested and adhere to deadlines. Maintain complete confidentiality with all company intellectual property.
Supplier Relationships

Commitment to and building relationships with TTS's preferred partners. Ensure that the best rates are always negotiated and secured. Understanding supplier products. Establishing best product. Personal development on destinations and products. Actively source new products and creative ideas. Drive use of Tourvest products.
Teamwork

To build and maintain good relationships within the teams. Build relationships and support all business units within Tourvest. Proactively get involved and assist in areas of expertise. Flexibility to assist colleagues out of normal working hours, when and if required. To build a cohesive relationship with "Working Buddy". Travelling with a group or client where required.
Learning and Development

Continuously develop product knowledge, attend industry events/seminars/ conferences and participate in supplier workshops, educationals and trade shows Keep abreast of industry trends. Attend exhibitions and trade shows where necessary. Personal development on destinations and new products. Actively source new products and creative ideas.
Minimum Requirements:

Relevant 3 year Tertiary qualification. Minimum of 3 years of experience within the events industry. Knowledge of events air is an advantage.
Job Types: Full-time, Permanent

Work Location: In person