Event Coordinator at Bidvest Facilities Management

ROLE PURPOSE

• Assist in the coordination & hosting of all internal & external client events in order to ensure maximum customer satisfaction in accordance with the workplace management services within the Master Service Agreement by building effective relationships with client’s employees, partners, visitors and service providers. This includes placing bookings, processing enquiries, liaising with internal and external clients prior to the event and ensuring the smooth running of events.

MAIN OUTPUTS

Operational Delivery:

• Assist to co-ordinate events and meetings for the site
• Assist in the coordination of the AV/ VC set up requirement for events and meetings, together with the technical team
• Assist in the coordination of all services during events (set up, stationery, catering, beverages etc)
• Liaise with the catering company pertaining to events and meeting requirements
• Liaise with events team regarding events / meeting requirements
• Ensure all rooms set ups as required by the client meet clients’ specifications
• Ensure water bottles are refreshed regularly throughout the day and that clean glasses are available at all times
• Ensure that catering is booked on the system as and when required
• Ensure that rooms are cleared and tidied after each event or meeting
• Report over-flowing dustbins and cleaning issues to the cleaning team on duty in your area
• Report and hand in any lost property found in meeting rooms to security
• Assist to ensure that events are planned at least 48 hours prior to the meeting
• Ensure issues raised have been managed and actions taken to prevent recurring issues

Contractual Delivery:

• Ensuring that the co-ordination of the final setting-up of areas in preparation for events services
• Ensure provision of table settings and decoration, the manner and cost of which is to be agreed by Client.
• Ensure clearing of all food, crockery and cutlery and glassware etc., from the rooms at the end of the event and for ensuring rooms are left in a tidy manner, i.e., all food debris has been removed
• Ensure rooms to be cleared no later than two hours from the time of delivery, or on completion of the meeting; whichever is the earlier.
• Ensure that catering staff have used tableware, crockery, cutlery, etc. is collected subsequently at a time agreed with the recipient of the service
• Receive requests for the retrieval of furniture and coordinate the preparation, delivery and setup of items at the appropriate business location(s) or in support of all events

Customer Focus:

• Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value
• Interact with clients to provide and process information in response to inquiries, concerns and requests about products and services
• Keep up to date with business developments and strategic objectives within the environment
• Provide advice on general changes and compliance within the workplace management framework when required
• Work with processes and procedures in such a way that operational efficiencies and performance are enhanced
• Attend to and resolve all customer queries timeously or escalate when necessary
• Follow up and follow through on all escalated queries timeously
• Manage conflict

Code of Conduct:

• Undertake such other responsibilities as directed by Management that will drive sustainability
• Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken
• Take responsibility for one’s own performance
• Promote BFM’s & Client’s image and corporate citizenry through deliberate and co-ordinated activities
• Adhere to the BFM’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position
• Ensure BFM ethical values are adhered to

Reporting:

• Assist in the preparation of monthly reporting within set timeframes for distributing to the relevant parties.

QUALIFICATIONS AND SKILLS

The Applicant must meet the following requirements:

• Matric (Senior Certificate)
• Matric (Senior Certificate)
• Qualification Preferably in Marketing or Public Relations or Hospitality
• Valid SA Drivers License
• Min 2 to 3yrs relevant experience coordinating events in similar environment
• MS Office
• Knowledge of OHS Act & ISO 9001 Quality Management Systems