- Midrand
- Salary: Market Related
- Job Type: Permanent
- Sectors: Entertainment Marketing
- Benefits: TO BE DISCUSSED
- Reference: E0D13
Vacancy Details
Employer: Afro Miaki Group PTY(LTD)
Administration and Internal Business Processes
- Assist the Event Managers with all administration related to a project including (but not limited to) filing, drafting agendas, minutes, operations reports, event reports, obtaining quotes, loading of Purchase Orders, processing invoices for payments, processing supplier registration forms, recons, etc.
- Responsible for all administration related to MCT and small to medium events including (but not limited to) filing, drafting agendas, minutes, operations reports, event reports, obtaining quotes, loading of Purchase Orders, processing invoices for payments, processing supplier registration forms, recons, etc.
- Adhere to all management controls, administrative systems, procedures and templates.
- Adhere to time management system and processes (NBR & PDK).
- Provide regular input to the HoD on all projects activity, including status reports, any possible risks, opportunities, achievements and/or potential issues on a weekly basis.
- Ensure that all company operational and financial policies and procedures are adhered to, implemented and executed timeously.
Event Coordination
- Coordinate MCT and small to medium events independently for Vodacom and other clients from conceptualisation, planning, implementation, reporting to debrief.
- Draft operational documents such as operations reports, event specification guides, savings reports and post-event reports.
- Ensure that all new briefs are responded to and budgets arE submitted within the relevant time frames.
- Ensure that skills, care and diligence are exercised in carrying out obligations and those of other service providers, and furthermore to promote and safeguard the interests of the clients.
- Manage assigned events onsite and assist Event Managers onsite as and when required.
Financial Management
- Preparing, managing and reporting on all aspects regarding the financial processes for all allocated MCT and small to medium events, including budgeting, savings reports and all necessary administration functions.
- Assist Event Managers with the financial processes for large events.
- Assist the HoD to meet secured and stretch new business targets for the division.
- Ensure that all purchase orders, contractual deposits and payments are received in accordance with terms and conditions agreed to with clients and compliant with the company's standards.
- Ensure that clients are presented with the most competitive and cost-efficient quotes.
- Ensure that the clients’ objectives are met within the scope and budgets.
- Assist the Event Managers with the procurement and vetting of suppliers, to ensure that work undertaken by suppliers is carried out in a manner that will avoid, reduce or control foreseeable risks topeople’s safety and health.
- Business Development, Proposal and Client Retention
- Assist the Event Managers to develop and maintain relationships with key clients with a view to maximise business opportunities and to reach financial targets.
- Assist the Event Managers with CRM activities.
- Establish and maintain effective relationships with clients and goes above and beyond to anticipate the needs of the clients.
- Assist with the preparation of proposals, creative concepts and presentations for tenders and proposals.
- Obtain supplier quotes and assist with the preparation of budgets for tenders and proposals.
Health and Safety Management:
- Ensure all occupational health and safety requirements and policies are adhered to and OHS files are updated for each allocated MCT and small to medium events.
- Assist Event Managers with OHS files & forms and obtaining the necessary OHS documents from suppliers.
Budgeting
- Microsoft Excel: advanced formulas and data analysis
- Projection of accurate budgets based on supplier quotes
- Projection of cash flow requirements
- Coordination and management of all purchase orders, invoices, payments and financial reconciliations and reporting
Candidate Requirements
Qualification
- Relevant tertiary qualification (Diploma or Degree) in project management, event management, marketing management, hospitality or public relations will be beneficial.
Experience
- Minimum of 3 years’ solid experience in event coordination.
- BEE candidates will be given preference.
- Advanced PC literacy (Microsoft) is essential, including Excel
Skills and Knowledge
- Knowledge of organisation or similar procedures and systems will be beneficial.
- Knowledge and implementation of event protocol and etiquette.
- Meticulous attention to detail, excellent time management and multi-tasking skills.
- Problem solving: using of logic to solve problems with effective solutions.
- Excellent verbal and written communication skills.
- Meticulous attention to detail, excellent time management and multi-tasking skills.
- Excellent verbal and written communication skills.
- Good organisational and problem-solving skills.
Competencies
- Emotionally balanced, self-motivated, tactful, reliable and accountable.
- Control expenditures within the approved budget accountable.
- Must be prepared to travel and be away from home for extended periods.
- Must have own transport.
- Must be prepared to work overtime and on weekends when required.
18 people have applied for this job. 211 people have viewed this job.
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