Role: Event Coordinator

Location: Workshop17 The Bank
Benefits: Medical Aid & Provident Fund

Salary: R23,000.00 - R25,000.00 CTC

Job brief

The Event Coordinator is responsible for understanding and executing detailed event briefs, and ensuring that they know what the client/event is aiming to achieve to make the event a success.

It is important that you proactively identify the client's needs, plan, organise, and confirm all elements that will make the event run well, and maintain a high standard of service, pre-, during, and post-hosting the event.

Seeking and driving new opportunities to grow the network and client base is an important part of the Coordinator role; therefore, you should take the opportunity and have the ability to manage the venue as an entrepreneur.

Open communication with the location team, the event catering, the café, and the hotel staff is vitally important to ensure that the team has received detailed briefs, which they are responsible for understanding and executing alongside you. You will be coordinating and ensuring the start-to-end process runs smoothly.

You will provide support to the Location Manager and the location-based team with Community-related tasks, and you will be part of delivering excellent customer service to our members and guests.

Working at Workshop17

Ready to join Africa’s #1 co-working space? Where individuals, teams and companies choose to work, meet and event. Our 6 unique locations in Johannesburg, Cape Town and Paarl offer our members a fully serviced flexible high-tech, co-working space, providing a platform for innovation, community, learning and culture.

Why work for us?

Besides being the best co-working place to work in Africa, we’re a dynamic and passionate team that works smart, in an energetic fast-paced culture of service, responsibility, and creative problem-solving. Goal-orientated? Ambitious? We’re all about upskilling, learning, and self-improvement. If you are a straight-talking, multi-tasking individual that’s all about customer service and can effortlessly handle heavy workloads and everyday glitches, we want you to be part of our growing team at Workshop17 The Bank.

Perks:

● Company on-boarding and support

● Fantastic team dynamic

● Beautiful work environment

● Access to latest, greatest tech

● Network with some of the biggest and brightest brains in SA

General scope of work:

Pre-event

  • Event booking process and scheduling; communication with clients; contract setup and needs analyses - layout, catering, parking, etc; uploading details onto the relevant platforms - CRM, W17 platform, overview sheet.

  • Pre-meeting with the events and catering team.

  • Ensuring all tech and AV has bee tested.

Event Management

  • Managing event client/s needs on-site

  • The main point of contact on-site

  • Catering

  • Cleanliness

  • AV setups and regular checks

Post-event

  • Breakdown of the venue and return to standard setup

  • Client feedback and follow up

Business Development

  • Build relationships to grow returning clients and referrals.

  • Create compelling first responses and quotes.

  • Following through with the leads process - client engagement, CRM

Team Player/ Management

  • Assisting with reception duties & member queries

  • Supporting the Community

  • Managing events team

Finance

  • Have a financial overview and ensure it is in line with the business case targets.

  • Ensure supplier POs are raised on time, immediately after the event.

  • Ensure that suppliers are loaded promptly in order to meet payment deadlines.

  • The Event Debtors Sheet should be kept up to date and clear of debt, and ensure that payment is received prior to the event taking place.

  • Ensure accurate invoicing.

Customer service

  • Ensuring that all clients, including members, enjoy 5-star service & that the teams deliver exceptional service. 

Space management

  • Regular maintenance and AV checks.

  • Stock control

Ideal Qualifications/Experience

  • Minimum of 3 years of hotel event and conference/banqueting experience; planning and managing events (experience in the Food and Beverage industry is an advantage).

  • Experience using G-Suite, ticketing and finance systems.

  • Confident to take the lead on new opportunities.

  • Ability to self-manage and excellent time-keeping skills - essential.

  • Excellent communication skills - verbal and written, and ability to communicate well with high-end corporate clients -essential

  • Ability to manage multiple events simultaneously and switch between and navigate various online systems. -essential

  • Attention to detail, organised and thorough with a desire for continuous improvement and problem-solving.

  • Both action- and admin-oriented.

  • People management experience.

  • Integrity and professionalism.

  • Ability to train and set clear expectations.

  • Ambitious and passionate.

Email your CV and cover letter to cv@workshop17.co.za (subject: Event Coordinator - W17Bank).

Suitable candidates will be required to submit a Google Form, which includes a short introductory video.

First interview with the direct manager and HR Support.

Shortlisted candidates from the first round of interviews will meet with our HR Manager and CEO.