Events Coordinator

Responsible for planning, promoting, and ensuring the smooth running of scheduled events to meet clients’ expectations.

RESPONSIBILITIES AND DUTIES

• Liaise with clients to identify their event requirements and expectations, ensuring that they are met or exceeded.
• Oversee and manage all aspects of event planning and execution, from initial contact with clients to post-event follow-up.
• Research venues, suppliers and contractors and negotiate the most favourable terms.
• Work closely with a team of event support staff, providing guidance, training and performance feedback as needed.
• Produce detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing and budgets)
• Assist with managing and coordinating suppliers and all event logistics, including venue, catering and travel.
• Organise facilities for car parking, traffic control, security, first aid, hospitality and the media.
• Conceives of and assembles creative and innovative event themes and attractions to enhance event experiences and goals.
• Formulate and monitor budgets, adjusting as needed to adhere to project constraints.
• Assist with sourcing and recruiting event personnel.
• Conduct final inspections on the event day to ensure everything adheres to the client’s standards.
• Collaborate with other team members to develop plans for potential scenarios that could impact the event integrity and address potential problems if they arise.
• Ensure that company policies, legal requirements and health and safety obligations are adhered to.
• Oversee the dismantling and removal of the event supplies and equipment and efficiently clear the venue.
• Make post-event evaluation recommendations to inform future events.
• Research opportunities for new clients and events.
• Collaborate with the Human Resource Department to arrange training for team members.
• Provide meaningful performance feedback on team members regarding their adherence to policies and procedures to ensure consistent, constructive feedback that boosts their performance.
• Perform any other related duty that may be assigned.

AUTHORITY

The incumbent is authorised to:

Make decisions and take appropriate action that may be required to ensure that the goals and objectives of events are met.

EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• A minimum of an Associate of Arts in Events planning or Hospitality Management or equivalent.
• A minimum of three (3) years at the supervisory level
• A current Food Handler’s Permit

 REQUIRED SKILLS/PHYSICAL REQUIREMENT(S)

• Excellent interpersonal and customer service skills.
• Excellent motivational and mentoring skills
• Ability to effectively communicate both orally and in writing.
• Knowledge of the company’s guidelines and operational procedures
• Good decision-making, planning and problem-solving skills.
• Must display initiative and ability to work independently.
• Ability to stand for extended hours.