Administrator/Event Planner (MONTEGO BAY)

Administrator/Event Planner (MONTEGO BAY)

OVERVIEW:

A company of inquiring minds and passionate people dedicated to delivering events of uncompromising quality based on unmatched originality. Our team challenges conventional promotions and productions with an innovative curiosity and promises to deliver a product unsurpassed in the marketplace.  We continually assess and evaluate current trends in advertising, event planning and execution, to help our clients build long-term relationships with their customers. 

OBJECTIVES:

• Build and/or procure and maintain inventory of the highest quality and standard in the décor and event rentals industry.
• Consistently innovate to deliver first to market concepts and designs.
• Foster a team of high performing agents that are committed to delivering exceptional and quality service at all levels.
• Establish and maintain great relationships with internal and external execution partners.  

ROLE & RESPONSIBILITY:

The Administrator/Event Planner will report directly to the Manager of the unit and liaise with the respective department heads and leads as necessary. The administrator/Event Planner will be responsible for monitoring and scheduling client requests, developing and maintaining an event roster and creates schedules for crew and resources directly related to each project.

DESCRIPTION:

• To manage responding to requests from internal and external stakeholders for material and information.
• Receive and manage the timely response to all client requests.
• Populate and manage event roster for the division.
• Disseminate information to relevant departments within the division.
• Prepare quotes and submit to clients for review and approval and submit invoice information to the Accounts Department post event.
• Prepare where necessary, receive and submit contractor invoices for contracted/skilled workers directly engaged by the division.
• Responsible for engaging and scheduling event assignments for contracted laborer’s / skilled workers.
• Procure the necessary tools, equipment and services needed for the execution of the event as per requests.
• Ensure all activities are measured and reported against timelines.
• Address problems and provide solutions with order flow and quality-control issues, such as damaged or improperly packed/ missing items.
• Oversee project plans for assigned projects.
• Prepare weekly/monthly Project Updates as required.
• Provides oversight of project through to completion by:

• Contributing to the development of client presentations, written communications and other project-related content pieces. venue identification, printing and design of materials,
• Checking in with project team members to ensure all elements are completed against the brief, client mandatories/directed revisions, are proofed, and produced within stated deadlines.
• Tracking the budget and ensuring any overrun/ adjustments is approved and agreed by the client.
• Contributing to evaluation and selection of venues, talent, speakers and vendors and other product inputs where required.
• Attending and support on-site project teams.
• Contributing to solving issues raised, ensuring clients buy-in and understanding.
• Obtaining necessary feedback and/or approvals on creative elements,
• Communicating client’s change requests to project team.
• Communicating project status and making certain client is satisfied with progress.
• Conducts post execution analyses (client business/brand objectives/KPIs), recaps with project teams identifying lessons learnt to replicate or fix as necessary to enhance future service delivery.

• Serves as the main point of contact with the client and the Company, communicating with/ facilitating communication between the project team and the client to ensure effective communication flow on all matters including:

PERSONAL ATTRIBUTES & QUALIFICATIONS

Essential:

• A degree in Marketing, Communications, Business, Event Management or related field.
• Sound understanding of Logistics and Project Management principles and practices.
• Computer literate with software applications experience, i.e. Microsoft Office Suite
• At least two (2) years’ experience in a similar position.

Desirable:

• Must possess strong communication and interpersonal skills, high organizational capability
• Collaborative work style with commitment to delivery, excellent results and value-added service
• Willing to develop clear ways of working and maximize network of cross functional teamworking
• Willing to experiment/take calculated risk. Push boundaries, test new ideas and concepts
• Follows through on ideas and is assertive in completing tasks, even in the presence of ambiguity and uncertainty. Must maintain a can-do attitude.
• Self-Starter who can work with little to no supervision.
• Considers client and customer impact in decision making
• Proactively monitors progress, anticipates problems, and resolves issues swiftly