Events & Marketing Co-Ordinator

SUMMARY:
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POSITION INFO:

Role Purpose:

Responsible for the consistent delivery of expected service levels as well as effective communication both with clients as well as ensuring cross departmental communication. Liaising with the kitchen department, clients and all other parties involved to ensure successful logistics pertaining to events being hosted, ensuring the necessary staff complement and that the venues are presented at the highest quality, resulting in outstanding guest satisfaction. Responsible for the smooth running of the beverage and events section, managing areas of profit, stock, wastage control, hygiene practices and training within the department as well as any other tasks as deemed necessary by management.

Responsibilities:

Staff Management & Quality Control

• Should advocate sound financial/business decision making, demonstrating honesty, integrity and lead by example.
• To coordinate and manage functions and ensure that a high level of client satisfaction is maintained at said functions.
• Prepare and implement daily function list.
• Supply daily menus for catering to the executive chef in the form of quotations supplied to the clients.
• Daily setups prepared and communicated to supervisors on duty.
• Manage cleaning staff to ensure all function and associated areas are maintained in a clean/neat/tidy condition.
• Display exceptional leadership by providing a positive work environment, counselling employees as appropriate and demonstrating a dedicated and professional approach to management.
• Ensure disciplinary procedures and documentation are completed according to the ELGC code of conduct.

Stock Control

• Regularly assess, together with the F&B Supervisors, to ensure that beverage stock quantities are maintained for forthcoming functions and events.
• Assist with bar stock checks when F&B Supervisors are on leave or off sick.
• Perform ADHOC cellar stock checks.
• Input month-end stock takes of beverage and other relevant supplies into Jonas.

Client Liaison

• Meet with prospective clients to provide information as to the nature of the function venues and menus available.
• Provide written quotation to potential clients based on information provided in meetings, phone calls and via email.
• Maintaining good client relations by ensuring that they are accurately informed of the information they are required to submit to facilitate their bookings and payments.
• Ensure that payments are received upfront and event charged based on final numbers provide by the client one week prior the event.
• Regularly following up on provisional bookings until they are confirmed.
• Manage client and member requests and concerns and provide feedback to the relevant parties.

Office Administration

• Ensure all quotations are submitted timeously.
• Populate, maintain and coordinate booking diaries with daily changes and updates.
• Assist with placing of stock orders for function team and bar staff as and when needed.
• Provide support to all key staff to manage and implement functions when they are on leave.

Venue Set-up and Preparation

• Venue set-up to client specifications.
• Venue preparation inspection and control on a day-to-day basis to ensure compliance with client specifications.

Other:

• Brainstorming and implementing event plans and concepts.
• Handling budgeting and invoicing.
• Liaising and negotiating with vendors making sure the necessary documents are provided pertaining to BBBEE compliance.
• Negotiating relevant sponsorship deals to the benefit of the club.
• Handling all event logistics.
• Updating senior management.
• Manage all pre-event planning liaising with clients to find out their exact event requirements to ensure effective planning
• Produce detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing and budgets)
• Research new suppliers and contractors to ensure competitive prices and hire ensuring cost effectiveness.
• Manage and coordinate suppliers and all event logistics (for example, venue, catering, travel)
• Liaise with sales and marketing teams to publicise and promote the event as well as manage branding and communication.
• Coordinate suppliers, handle client queries and troubleshoot on the day of the event to ensure that all runs smoothly and to budget effectively
• Manage a team of staff, giving full briefings on hosting of the event
• Organise facilities for car parking, traffic control, security, first aid, hospitality and the media where necessary.
• Make sure that insurance, legal, health and safety obligations are followed
• Oversee the dismantling and removal of the event and clear venues efficiently
• Produce and handle post-event evaluation and reports build customer database
• Research opportunities for new clients and events.
• Developing event feedback surveys.
• Build customer database and effectively communicate and follow up to promote future business
• Work together as a team, delegating as appropriate to develop supervisors and subordinates to accept responsibility and meet clearly defined goals.
• To perform any other reasonable tasks as requested by management.

Should you wish to apply, please kindly email your CV through to Kirsten Smith at

Only shortlisted candidates will be contacted. Should you not receive a response within 14 days please consider your application unsuccessful. We will keep your CV on our database for any other relevant roles that may arise.