Events & Marketing Co-Ordinator

• Should advocate sound financial/business decision making, demonstrating honesty, integrity and lead by example.
• To coordinate and manage functions and ensure that a high level of client satisfaction is maintained at said functions.
• Prepare and implement daily function list.
• Supply daily menus for catering to the executive chef in the form of quotations supplied to the clients.
• Daily setups prepared and communicated to supervisors on duty.
• Manage cleaning staff to ensure all function and associated areas are maintained in a clean/neat/tidy condition.
• Display exceptional leadership by providing a positive work environment, counselling employees as appropriate and demonstrating a dedicated and professional approach to management.
• Ensure disciplinary procedures and documentation are completed according to the ELGC code of conduct.

• Regularly assess, together with the F&B Supervisors, to ensure that beverage stock quantities are maintained for forthcoming functions and events.
• Assist with bar stock checks when F&B Supervisors are on leave or off sick.
• Perform ADHOC cellar stock checks.
• Input month-end stock takes of beverage and other relevant supplies into Jonas.

• Meet with prospective clients to provide information as to the nature of the function venues and menus available.
• Provide written quotation to potential clients based on information provided in meetings, phone calls and via email.
• Maintaining good client relations by ensuring that they are accurately informed of the information they are required to submit to facilitate their bookings and payments.
• Ensure that payments are received upfront and event charged based on final numbers provide by the client one week prior the event.
• Regularly following up on provisional bookings until they are confirmed.
• Manage client and member requests and concerns and provide feedback to the relevant parties.

• Ensure all quotations are submitted timeously.
• Populate, maintain and coordinate booking diaries with daily changes and updates.
• Assist with placing of stock orders for function team and bar staff as and when needed.
• Provide support to all key staff to manage and implement functions when they are on leave.

• Venue set-up to client specifications.
• Venue preparation inspection and control on a day-to-day basis to ensure compliance with client specifications.

• Brainstorming and implementing event plans and concepts.
• Handling budgeting and invoicing.
• Liaising and negotiating with vendors making sure the necessary documents are provided pertaining to BBBEE compliance.
• Negotiating relevant sponsorship deals to the benefit of the club.
• Handling all event logistics.
• Updating senior management.
• Manage all pre-event planning liaising with clients to find out their exact event requirements to ensure effective planning
• Produce detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing and budgets)
• Research new suppliers and contractors to ensure competitive prices and hire ensuring cost effectiveness.
• Manage and coordinate suppliers and all event logistics (for example, venue, catering, travel)
• Liaise with sales and marketing teams to publicise and promote the event as well as manage branding and communication.
• Coordinate suppliers, handle client queries and troubleshoot on the day of the event to ensure that all runs smoothly and to budget effectively
• Manage a team of staff, giving full briefings on hosting of the event
• Organise facilities for car parking, traffic control, security, first aid, hospitality and the media where necessary.
• Make sure that insurance, legal, health and safety obligations are followed
• Oversee the dismantling and removal of the event and clear venues efficiently
• Produce and handle post-event evaluation and reports build customer database
• Research opportunities for new clients and events.
• Developing event feedback surveys.
• Build customer database and effectively communicate and follow up to promote future business
• Work together as a team, delegating as appropriate to develop supervisors and subordinates to accept responsibility and meet clearly defined goals.
• To perform any other reasonable tasks as requested by management.

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