Event Coordinator Opportunity At Moshate Media

Job description

To support the organisational goals by conceptualising, coordinating and managing events, in both the public and corporate sectors, for all our clients to ensure a profitable, professional and efficient service.

You will be required to work on events by facilitating pre-production, production and post-production during working days and on occasion, weekends. Your proven track record must show your ability and experience with all event related organisation and management skills.

Job responsibilities:

• Plan and coordinate all events assigned to you by the special events manager
• Daily reporting to the special events manager on tasks completion and updates thereof
• Budget preparation and financial management under the guidance of the special events manager
• Proposal writing under the guidance of the special events manager
• Attending meetings with clients either with special events manager or independently
• Taking of briefs from clients
• Respond to public inquiries
• Sending briefs to suppliers
• Coordination and accurate updating of production schedules and the events
• Management template
• Support of the special events department and manager

Supplier rates negotiation including but not limited to:

• Décor, audiovisual and sound, technical, gifting, prizes, collateral, clothing, venue liaisons, accommodation and travel, food and beverage, sponsorship, etc.
• Client and supplier relationship building, retention and management
• Receive, direct and relay meeting notes and briefs from client and to team and suppliers
• Assist in the planning and preparation of events
• Make preparations for meetings and briefing sessions
• Respond to clients timorously
• Assist the special events manager with all events related elements
• Brainstorm sessions and creative thinking and implementation to come up with exciting new ways to run events

Pre-production:

• Supplier liaison and management
• Décor
• Technical and AV
• Catering
• RSVPs management
• Accommodation bookings
• Maintaining accurate filing (on Outlook and on the server)
• Compiling function sheets, hotel documents and production document to ensure the smooth running of an event
• Budget management
• Post show reports

Events liaison:

You will be required to assist with administrative duties. These duties will include, but are not limited to:

• Liaising with clients for proof sign-offs, payments or any other event related issues
• Liaising with suppliers for quotes, payments and any other event related issues
• Assisting with event costings utilising the automated quote estimate template
• Maintaining event files
• Maintaining and electronically filing any event related emails and documents in an orderly and concise fashion that is easily accessible by another staff member should you not be available
• Liaising with SEM to ensure smooth execution of events
• Drawing up an event schedule

Requirements

• Minimum three to five full years’ experience in events coordination
• Communication
• Microsoft Office Suite (strong in PowerPoint and Excel )
• Compilation of presentations and proposals
• Budget management
• Administrative, databases and guest lists
• Planning
• Organisation
• Must be meticulous and show attention to detail

Advantageous

• Presentation
• Client relationships

Personal Skills/Attributes

• Confidentiality
• Professionalism (conduct and appearance)
• Good interpersonal skills
• Use of own initiative
• Tactful and discreet
• Trustworthy and diplomatic
• Sensitivity to people and employer
• Team player
• Responsible, reliable and accountable
• Presentation skills