Event Coordination

• Coordinate high-quality small to medium events independently from conceptualisation, venue sourcing, planning, implementation, reporting to debrief.

• Draft operational documents such as budgets, operations reports, event specification guides and post-event reports.

• Ensure that all new allocated briefs are responded to, including budgets and concepts, 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.

• Scheduling and attending regular status meetings with clients, ensuring accurate documents are kept (agendas, minutes, scope changes, etc.).

• Manage assigned events onsite and assist the Divisional Manager and Event Managers onsite as and when required.

Administration and Internal Business Processes

• Responsible for all administration related to assigned small to medium events including (but not limited to) electronic filing, drafting agendas, minutes, operations reports, event reports, obtaining quotes, loading of Purchase Orders, processing invoices for payments, processing supplier registration forms, recons, etc.

• Assist the Divisional Manager and Event Managers with administration related to a project as and when required.

• Adhere to all management controls, administrative systems, procedures and templates.

• Adhere to time management system and processes (NBR & PDK).

• Provide regular input to the Divisional Manager 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.

• Prepare and submit reports to the Divisional Manager, HoD and finance division on all aspects regarding the financial processes for all assigned small to medium events, including budgeting, weekly cash-flow forecasts, income forecasts, recon status reports, outstanding invoices, credit card recons, expense claims, etc
• 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 Divisional Manager and 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 to people’s safety and health.
• Assist the Divisional Manager and Event Managers with the financial processes for large events as and when required.
• Accurately loading of all supplier Purchase Orders for all assigned events on Microsoft Dynamics GP.
• Provide feedback to the Divisional Manager regarding outstanding Purchase Orders from clients, receipt numbers and payments and follow though until all matters are resolved.
• Obtain and submit all supplier invoices for all assigned events within 45 days after an event.
• Submit financial recons to clients to sign off for all assigned events within 45 days after an event.
• Adhere to all internal and client related financial policies and procedures as all times.
• Responsible for all financial and administration functions pertaining to payment of suppliers . This includes, but are not limited to:
• Receive and acknowledge Payment of Supplier requests received;
• Load request on Plan Events;
• Obtain supplier quote and negotiate costs on behalf of client;

  1. Obtain invoice and proof of banking details from suppliers;

  2. Translate supplier quotes into budgets with options;

  3. Submit budget to clients for approval and to load the Purchase Order;

  4. Acknowledge receipt of Purchase Order;

  5. Add payment to the weekly cashflow forecast;

  6. Load Purchase Orders for suppliers

  7. Generate and submit Diners authorisation forms for suppliers if applicable;

  8. Process payment to suppliers in liaise with the finance division;

  9. Load and close the final amount paid on Plan Events.

Policies and Procedures Management: