Overview
Events and Venues Coordinator Jobs in City of Johannesburg, Gauteng, South Africa at GIBS Business School (Gordon Institute of Business Science)
Title: Events and Venues Coordinator
Company: GIBS Business School (Gordon Institute of Business Science)
Location: City of Johannesburg, Gauteng, South Africa
Job Purpose: To liaise with Programme Managers and other internal and external clients of the school, ascertain their needs and co-ordinate these requirements to ensure the function is successful.
Responsibilities include but are not limited to:
- To monitor and control both provisional and confirmed booking of all venues (lecture rooms, syndicate rooms, etc) and facilities both on and off campus to ensure that no double bookings occur and that every client is accommodated
- Confirm all details for the events before issuing function sheets and receive signed contracts from external clients before events commence
- Produce completed function sheets and a “Week at a glance” reports
- Be available to the client during the execution of the event
- Reducing costs of events by ensuring that adhoc quotes are compared between suppliers and economical options presented to internal and external clients
- Ensure that all equipment that is required for the event is in position and in working order
- On occasion, liaise with clients to ascertain, advise and provide the most appropriate venues, menus, beverages, entertainment and table appointments (e.g. flowers) for the function
- Liaise with the catering company to ensure that all meals and refreshments are provided according to the client’s specifications and are served on time and within budget
- Ensure that there will be adequate parking on site and/or arrange off site parking and a shuttle service
- Responsible for collection and pre-payments of all Day conference bookings to ensure that monies are collected prior to a function taking place
- Assist with drawing up the week-ahead schedule for distribution to the school on a Friday
QUALIFICATIONS AND EXPERIENCE
- A minimum of five years of experience in catering, banqueting and or events coordination.
- A certificate or Diploma in events management or banqueting.
- A degree in Banqueting or Events Management will be an advantage.
COMPETENCIES
Knowledge
- Computer literate in hotel packages and MS Excel and Word (Intermediate level)
- Use of venue/conference management software
- Understanding of the events and catering milieu
Skills
- Administrative skills
- Attention to detail
- Negotiating skills
- Excellent verbal and written communication skills
- Excellent interpersonal skills
- Flexible
- Highly organised
Attributes
- Orientation towards customer service
- Urbane
- High levels of energy
- Organisational commitment
- Self-confident
- Stress tolerant