Event Coordinator & Membership management

To ensure that Membership and Events matters are addressed in a timely and professional manner and within budget.

OVERALL OBJECTIVE OF THIS POSITION:

To ensure that Membership and Events matters are addressed in a timely and professional manner and within budget.

PRIMARY RESPONSIBILITIES:

To manage the day-to-day activities for Membership and Events including the Reception office through the following:

• implementation of effective systems
• communication protocols
• delegation/completion of duties and supervision of staff resources
• to provide excellent customer service to the Membership and the Executive Team
• to liaise and interface on an ongoing basis with all internal and external relevant
• stakeholders of all planned activities or events, member or non-member related.
• to ensure revenue from rentals meet the business plan objectives.

Main Job Tasks, Duties and Responsibilities (MEM)

• Membership Management:

1. to ensure systems are in place to record and maintain an updated membership database.
2. to ensure membership correspondence is addressed in a timely and professional manner.
3. to coordinate all applications for membership.
4. to manage outgoing communication to membership.
5. to prepare monthly secretary reports for the management committee.
6. to liaise with accounting department as to the financial status of members.
7. to provide a monthly membership report for each class of membership.
8. to arrange and oversee the ballot process.
9. to manage the administrative and logistical processes of the AGM.
10. to regularly review and develop administrative systems and procedures for a more efficient member/customer friendly service.

• Administrative Support for Management:

1. Provides administrative support to the Management Committee by planning and coordinating procedures and systems and devising ways to streamline the process.
2. Ensures Executive and Management operations adhere to policies and regulations.

Main Job Tasks, Duties and Responsibilities (MEM)

• Events Management:

1. to ensure the efficient management of all events held within the designated rental facilities to total customer satisfaction.
2. to ensure efforts to maximize the rental opportunities of the facilities and the best negotiated rental rates within agreed parameters.
3. to market the facilities and advertise same through the social media, Parkite magazine and other appropriate avenues.
4. to ensure organization of the venue including seating arrangements and scheduling of staff are adequate in numbers and skills.
5. to consult with and manage service providers such as caterers, D.J services, artistes etc. to ensure that the requirements of clients are met both in terms of timelines and quality of service.
6. to ensure the timely review of services and rentals arrangements in keeping with industry changes and recommend changes to the GM.
7. to work with the Operation Superintendent to ensure all relevant areas of the facility remains fully functional. Recommend changes/improvements as necessary.
8. to ensure payment is fully collected in accordance with set policies.
9. to evaluate the customer satisfaction level and find solutions to any dissatisfactions reported.
10. to collect and analyse data on projects undertaken and provide the reports where necessary.
11. to obtain documented customer feedback to determine level of satisfaction and make available for the record and easy evaluation.
12. to reflect the efforts and successes relative to facility improvements, system and procedural improvements for the enhancement of customer satisfaction.
13. to ensure that the venue holder and/or promoter provide evidence of the various licenses and or permits for the hosting of specific events as stipulated by law.
14. to prepare for approval the department’s annual fiscal budget.

QUALIFICATIONS AND EXPERIENCE REQUIRED

• Degree or Diploma in Events Management
• 3 – 5 years’ experience in a similar position
• General knowledge of department processes
• Basic working knowledge of OSHA & HSE best practice
• Solid experience in using MS Office (word processing, spreadsheet and database)

SKILLS AND COMPETENCIES REQUIRED

• Excellent communication skills - verbal and written.
• Conflict management competency via tact, diplomacy and calm in dealing with irritable customers and staff.
• Problem solving skills in addition to flexibility, decisiveness and quick thinking.
• Good organizational skills and planning ability, attention to detail.
• High level of integrity, confidentiality and discretion.
• Persuasive ability.
• Good interpersonal and supervisory skills.
• Able to work irregular hours, weekends and on public holidays.
• Ability to negotiate, organise, delegate and work under pressure.
• Ability to motivate staff in a team and lead by example.

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