Events Coordinator

Job Title: Events Coordinator: Internal

Report to: Senior Specialist - Events

Contract period: 6 months, effective mid-March 2025.

Role purpose:

• Assume responsibility for the best-in-class end to end management, execution, and delivery of small to medium scale events as requested by the various internal Vodacom stakeholders in line with approved budgets.
• Ensure events are executed to the highest possible standard achieving ROI, and or set objectives for clients and the organization.
• Ensure compliance to company policies and procedures and related health and safety standards and legislation.

Key accountabilities and decision ownership:

• Responsible for the delivery of the following: Internal events, including meetings, small conferences, town halls, team builds / staff engagement activities, launches and or similar small to medium sized events.
• Managing events in the virtual or online environment, or via a hybrid approach with a blend of traditional and virtual.
• Manage tools, systems and processes that enable the effective implementation of events to include attendance logistics, bookings, database management, programme development, travel arrangements/transfers etc.
• Preparing brief documents according to specifications for internal client’s approval.
• Provide weekly status updates to clients.
• Provide support for Event Senior Coordinator on related events.
• Ensure that all Health and Safety requirements are fulfilled and adhered to prior to, during and post event, assisting clients where necessary to meet these requirements.
• Responding to enquiries and client requests / bookings.
• Liaising with clients regarding event requirements and ensuring that their needs are effectively met in the form of written confirmations and that their objectives are met.
• Liaising with suppliers regarding client requirements (caterers, hiring, technical, etc.)
• Operational roll out, to include the supervising and coordinating of all event suppliers, in conjunction with operations staff on the day / evening of the event.
• Ensuring that quality compliance per event brief and scope of work is maintained and upheld per client/customer standards and satisfaction.
• Status and debrief meetings with clients.

• Complete financial management on small to medium sized events to include: Compiling and drafting of budgets for small to medium sized events.
• Obtaining quotes from suppliers.
• To negotiate/obtain cost savings on budgets from event agencies and or suppliers.
• Ensure sign off on quotes on an event prior to this taking place.
• Adhering to all financial company policies and procedures.
• Reconciliation of applicable event file / budget within three working days after event.

• Event Agencies: Coordinate external event agencies to assist with the implementation and roll out of small to medium sized events to include but not limited to the following:
• Briefing of external agencies in line with event and client brief.
• Manage and track the event status with external event agencies to ensure delivery of the event.
• Manage implementation of event according to brief.
• Close off and debrief with agency post event.

Core competencies, knowledge, and experience:

• Event management / project management skills.
• Communication skills - face to face, telephonic/ verbal and written.
• Networking skills to include interpersonal and relationship skills.
• Problem solving and decision making.
• Stakeholder relationship management.
• Project and time management.

Must have technical / professional qualifications:

• Event management and event principles.
• Project management.
• Good understanding of cultural diversity.
• Computer literacy (MS Office).
• Database management (high level knowledge of Excel).
• Event Health and Safety principles.
• Budgets and financial management on small to medium sized events.
• Exposure to dealing with various audiences and levels internally and externally is a strong advantage.
• Knowledge and understanding of the online / virtual eventing platforms and delivery.

Key performance indicators:

• Delivery of best-in-class eventing with individual TNPS score per event of 80% and above.
• Ensure events are executed to the highest possible standards achieving ROI or set objectives for clients.
• Strong focus on cost containment across all events to achieve savings where possible.
• 100% compliance on Health and Safety requirements, municipal by laws and provincial legislation.
• Execute all activities within the guideline of the approved company policy and procedures.

Experience and Qualifications:

• Matric/Grade 12 (essential).
• Higher Certificate/diploma in Hospitality/Events Management advantageous.
• A minimum of 2 years’ working experience in Corporate Events i.e. working directly for a corporate company in the internal events team or with an event agency as a supplier for a corporate company (essential). Knowledge of online events advantageous.

Other:

• A good individual credit record is required.

Travel:

• Yes.
• Own transport is essential.

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Other:

• Shortlisted candidates will be invited for an interview to assess their suitability for the role.
• The secondment will be for a fixed-term period, with the possibility of extension based on business needs.
• Candidates must have the necessary skills and qualifications relevant to the role.
• There will be a handover period to ensure a smooth transition.
• The opportunity provides valuable experience and career development within the organization.