Title: Assistant Event Coordinator & Team PA
Salary: R180,000.00 – R240,000 (per annum)
Position type: Full time
Position available: Immediately (BEE open)
Please send CV's to contact: firstname.lastname@example.org
Luxurious 5-star wedding and event venue, wishes to appoint a well-groomed, experienced Events & Wedding coordinator who will work very closely with high- end clientele in planning spectacular bespoke weddings & events. Work alongside the Event Manager and the dynamic, efficient company Team.
Basic Criteria: An event co-ordinator with a relevant event planning qualification (an advantage) with at least 1 years-experience as an Event Planner & coordinator in a similar environment.
Main Responsibilities (but not limited to):
⦁ Responding to client event enquiries immediately in a specified format.
⦁ Securing wedding and event bookings as per the company budget / targets and requirements.
⦁ Arrange and perform client on site orientations, mock-ups and other client meetings in showcasing the venue complex to secure paying clientele.
⦁ Explaining and discussing the significance of all “rituals” available for wedding functions.
⦁ Taking notes of clients needs and suggestions for their individual functions, setting budgets and quotations.
⦁ Regular follow up on clients & meetings.
⦁ Maintain the event calendar in written and digital format.
⦁ General office admin & filing
⦁ Efficient, friendly and willing support to all co-team members within own & other departments.
⦁ Prepare presentation boxes for first meetings with clients.
⦁ Prepare budget estimates / quotations for client functions and adjusting of such estimates.
⦁ Assist the Event Manager to obtain and confirm quotations and contracts with service providers and suppliers prior to each function.
⦁ Provide a quality customer service : in answering telephones, email and direct communication enquiries with clients, staff, service providers and suppliers.
⦁ Assist with event set-ups & full preparation for events /functions
⦁ Assist with venue stock control & décor items, stock sheets & support with replacing items.
⦁ Research of function décor ideas, new trends and keeping a “showcase” file ready for customers to view.
⦁ Assist with all events as and when required
⦁ Weekend and after hours work when and if required.
⦁ Bar setup, ordering stock for events, pricing, stock take & reconciliation after an event.
⦁ Update social media posts with imagery and content under Marketing Manager direction.
General Team Assistant Duties:
⦁ Receive team HR and other documentation, update digital records
⦁ Manage support staff overtime record keeping and hours worked
⦁ Assist Farm Labourer Manager with quotations, correspondence, follow-up calls, maintenance etc.
⦁ Excel spreadsheets – profitability reports, budgets, reconciliations.
⦁ Manage housekeeping and cleaning staff, for accommodation and venue etc when required.
⦁ Manage reservations for on-site accommodation
Requirements & Qualifications
⦁ 1-year experience in event planning & coordinating in a similar environment.
⦁ Relevant event planning qualification.
⦁ Communication - be able to communicate with all levels of staff & guests effectively, verbally and written in English. (Verbal and written Afrikaans an advantage).
⦁ People & team orientated, friendly, enthusiastic and well presentable.
⦁ Attention to detail in the execution of all events and client requirements.
⦁ Be able to work well under pressure.
⦁ Experience in MS Excel, MS Word & MS Outlook.
⦁ Excellent interpersonal & organizational skills.
⦁ Creative & innovative
⦁ Flexible to work in all areas
⦁ Excellent time management skills