Conference and Exhibitions Services Administrator at Cape Town International Convention Centre

The main purpose: Performs secretarial and administrative tasks or activities, attends to enquiries, processes requests or manages the transfer of requests to appropriate personnel for attention. The incumbent will be required to assist with providing prospective clients with routine information and quotations, attending to specific administrative procedures associated with the functionality and undertaking general office/ clerical and recordkeeping activities. A core focus being to ensure adequate and capable support is made available enabling the conference and exhibition services department to recognise and deliver on priorities in accordance with the high standards expected from a world class establishment. To assist with ensuring that the service delivered by the CTICC, and its service partners are maintained to a five-star standard, recording evidence of such and coordinating between various disciplines to ensure compliance. Provide support to the business and ensure that all event application documents are timeously distributed and sent to the sales and event executives for completion by our clients. To obtain event permits prior to the opening of events. The position will work closely with the commercial and health and safety departments to ensure that the event application process timelines are adhered to.

Reporting to the: Conference and Exhibitions Services Manager

Key responsibilities will include but are not limited to:

Event application and temporary building permit application

• Scrutinise the CTICC’s operating system on a daily, weekly and monthly basis to ensure that we are complying with the City of Cape Town’s deadline dates in terms of event submissions.
• Draw accurate reports and prepare the initial event application and risk grading forms for which the event executives will distribute to the clients.
• Schedule regular follow-up appointments to check on the status of the client's submission.
• Capture all EO numbers once received in EBMS.
• Determine from the initial contact whether an application to the City of Cape Town’s building management team will be required.
• Ensure that all approved floor plans, renderings, are submitted as per the deadlines to the City of Cape Town.
• Request all medical, safety and security plans, parking plans, and all other plans as indicated by the City of Cape Town event permit clerk from the CTICC’s service providers or from the clients' own providers and submit these plans.
• Ensure that all documentation that the Department of Health may require are submitted once requested.
• Attend all priority meetings with South African Police Services and the events office once required.
• Provide administrative support and assistance to the department.
• Submit all plans and permits once received to the CTICC’s Safety and Security department as well.

Administration

• Assist the Conference and Exhibitions Services Administrator with any ad-hoc departmental administration as and when required.
• Maintain the electronic filing system in terms of CTICC Standard Plans, as well as the tracking document for the event permits and all other documents received in relation to the event permit.
• Ensure that all floor plans that are required for the event permit are approved internally and saved online.
• Ensure that the City of Cape Town Online Portal is used for the temporary building permit application as well as the event permit application.
• Issue soft and hard copy medical plans to CTICC safety officer at the start of all events for the Safety File.
• Liaise with Fire, Waste and Department of Health on any updated documentation in terms of occupancy certificates, waste management or health matters.
• Attending to telephonic calls and visitors to the Department, establishing nature of visit/enquiry and directs requests to appropriate personnel.
• Recording details of enquiries and/or messages in the absence of personnel and forwarding for attention upon availability and/or attending to and providing standard details and routine information to prospective clients for consideration.
• Maintaining the shared drive for the department.
• Managing all enquiries received via the Confex group and allocating this to the coordinators to action.
• Carry out relevant reporting and administrative requirements of the department relating to orders received on various platforms.
• Requisitioning internal event services.
• Booking of internal access machinery (cherry picker and scissor lifts) to clients and liaise with the Maintenance Service Desk as and when required.
• Assist with set up of the exhibition services desk as and when required.
• Liaise with service providers with regards to internal service orders.
• Set up weekly departmental meetings, record minutes and distribute timeously.
• Set up quarterly SLA review meetings with the Confex service providers, record minutes and distribute timeously.

Adhere to all Procurement and Finance standard operating procedures.

Liaise with the event executives to follow up on approved quote for critical services that is required for the event permit application, as this will determine when the plans are received.

• Check all invoices once received.
• Invoices for temporary building permit to be requested and submitted for payment once received following the CTICC’s SCM and Finance processes.
• Liaise with the event executives to follow up on approved quote for critical services that is required for the event permit application, as this will determine when the plans are received.
• To manage client and supplier relations.

Job requirements

Minimum qualifications and experience:

• Matric Certificate.
• Certificate / Diploma in Occupational Health and Safety, SAMTRAC.
• Three to five years events/hospitality administration experience.
• Understanding of the City of Cape Town By-Laws pertaining to events, SAPS risk grading, Occupational Health and Safety in terms of events.
• Computer literate in Microsoft Office.

Skills and knowledge:

• Excellent command of the English language.
• Demonstrate a high level of written, verbal and listening skills.
• High level of professionalism.
• High levels of attention to detail.
• Confident and assertive while being patient, proactive and goal driven.
• The ability to use your own initiative and to be a self-starter is essential.
• Team player.