Events and Logistics Coordinator - Cape Town/Johannesburg at Allan Gray Orbis Foundation

Purpose of Role    

• The Events & Logistics Coordinator plays a pivotal role in ensuring the seamless planning and execution of successful events, while also being responsible for maintaining a well-functioning office environment. This multifaceted position involves coordinating event logistics, managing office supplies and facilities, as well as making travel and accommodation arrangements for both employees and guests.

Objectives of Role    
Events coordination

• Plan, organise, and execute events, conferences, seminars, workshops, and other company gatherings.
• Coordinate event logistics, including venue selection, audiovisual equipment setup, catering, transportation, and accommodation for attendees and speakers.
• Develop event timelines and work closely with internal teams and external vendors to ensure all aspects of events run smoothly.
• Manage event budgets, negotiate contracts with suppliers, and track expenses to ensure cost-effectiveness.
• Oversee event registration and handle participant inquiries before and during events.
• Collaborate with strategic communications teams for event-related branding and communication requirements.

Travel, Transfers and Accommodation

• Arrange travel itineraries and accommodation for employees and external stakeholders.
• Coordinate airport transfers and transportation for business-related trips.
• Maintain travel records and receipts, ensuring compliance with the company's travel policies.

Office and Logistic Management

• Coordinate and manage event logistics, ensuring supplies, equipment, and resources are readily available and well-maintained.
• Handle procurement and inventory management of office supplies, furniture, and other necessary materials.
• Oversee facility maintenance, including liaising with vendors for repairs and upkeep of the building.
• Ensure a professional and welcoming atmosphere for employees and external stakeholders.
• Manage office calendars, scheduling meetings, and organising conference rooms.
• Provide assistance to Executive Assistant and Leadership team when needed

Experience and Qualifications    

• Tertiary qualification in Event Management, Hospitality, Business Administration, or related fields preferred.
• Minimum of 2-3 years’ experience as an Events Coordinator, or similar role with strong logistics and travel, accommodation bookings background.
• Proficient in project management and office software (MS Office).

Competencies    

• Excellent organisational skills with the ability to multitask and prioritise responsibilities effectively.
• Strong attention to detail and problem-solving skills to ensure smooth event execution and office operations.
• Ability to work both independently and collaboratively within a team.
• Exceptional communication and interpersonal skills to collaborate with internal teams, vendors, and external stakeholders.
• Ability to thrive in a fast-paced environment and handle tight deadlines.

Closing Date    
2023/08/03