Events and Promotions Coordinator (Port Edward) at Sun International

Description
Main Purpose of the Job

• Responsible for the planning, co-ordination and implementation of PR (consumer and corporate) events and activations, as well as the planning, conceptualization and rollout of gaming promotions which drive unit revenue and create a public image and reputation for the business unit’s brand as the entertainment and casino establishment of choice.

Know how:

• Requires specialised knowledge of techniques, equipment and processes relating to events and entertainment practices, products and customers
• Short term planning within a 3-months timeframe involves compiling briefs and collateral for upcoming promotions
• Perform the organisation, planning and prioritisation of tasks for self to ensure that work gets done efficiently and within budget constraints.
• Interact with customers and other functions and teams with regards to event requirements. The role may be required to attend pre-con meetings where more influential interaction is required including the use of upselling techniques

Problem Solving

• Think and apply business acumen and sound common sense in the implementation of multiple, at time substantially different procedures, standards and precedents.
• Interprets customer requirements in terms of services available and the applicable constraints
• Takes initiative in making decisions which are made within well-defined, somewhat diversified procedures and limits of authority.
• Considers all the facts, options and possible outcomes prior to making decisions.
• Works independently and is orientated towards solving customer queries.

Accountability

• Takes ownership of customer requests and requirements.
• Follows laid-down policies and procedures at all times, operating in line with rules, regulations, system parameters and internal controls.
• Supervises progress, results and service offered on the shift
• Interprets customer requirements in terms of services available and facilitates operational processes
• Refers problems falling outside parameters to the manager for resolution.

Certifications/Accreditation/Registration/Licenses

• Meet all requirements for a gaming license 
• Gaming Regulations / FICA regulations

Work Condition & Special Requirements

• Ability to work shifts that meet operational requirements
• Physically able to move around as per job requirements (including with the use of aids)
• Ability to travel locally

Key Performance Areas

Promotions coordination

• Have a good understanding of gaming systems and bonusing tools to execute promotions
• Update the promotions calendar and distribute to relevant stakeholders
• Make recommendations with regards customer-focused solutions and promotions relevant to customer preferences
• Co-ordinate innovative solutions and plans to target new markets and opportunities
• Brief creative design promotional collateral to ensure promotions receive the correct exposure
• Compile comprehensive communication plans to brief all stakeholders with the detail of the promotions and/or event
• Check that the venue set up meets technical (lighting, sound) and customer requirements
• Be present during the set-up of promotional events to ensure a seamless execution in line with plans
• Consolidate post-mortem feedback from operations and other stakeholders to evaluate the success and relevance of the promotion
• Completes month end reports
• Track expenses to allocated budget
• Design promotional collateral and co-ordination of large-scale events
• Source and co-ordinate promotional gifting in line with events requirements and themes

Events / Entertainment Coordination

• Have an up-to-date understanding of facilities and products available for events
• Update the events calendar
• Attend pre-event meetings and work with client to understand their event / entertainment requirements
• Offer solutions in line specs and client requirements with regards to menus, décor, flowers, set-up, music, etc.
• Use any opportunities to upsell on the event
• Co-ordinate logistical arrangements as per itinerary i.e. transport, accommodation, food & beverage
• Include billing instructions for the event on the function sheets, and track expenses
• Compile function sheets and distribute to relevant stakeholders and departments
• Record all correspondence from a company perspective to ensure brand is maintained 
• Resolve any problems and queries in accordance with contract stipulations, and escalate when required
• Allocate and distribute complimentary tickets as per the deal sheet, ensuring tickets are distributed to the correct departments.
• Send out comp splits to department timeously for CRM initiatives.

Events / Entertainment Delivery

• Compile the running order schedule to accurately reflect customer requirements
• Check that the venue set up meets technical (lighting, sound) and customer requirements
• Co-ordinate backstage/venue/entertainer as per production schedule and customer requirements
• Log calls with maintenance or IT to ensure resolution of any faults
• Communicate regularly with relevant stakeholders and inform entertainers or relevant departments of potential problems, changes, and additions to technical resources
• Conduct all entertainment checks at least 1 hour before event starting time
• Escalate any issues / challenges being experienced
• Update any final amendments to function sheets and ensure the distribution to all event stakeholders
• Complete post event administration including event information documents, arena attendance figures and billing.
• Store and secure operating and entertainment equipment in line with standards

Stakeholder Engagement

• Communicate with clients to understand their needs, event opportunities, as well as any challenges encountered during the planning and co-ordination of the event
• Communicate with suppliers / contractors with regards requirements for specific events / entertainment, leveraging relationships to optimise the event within the set budget
• Partner with suppliers in design and delivery of the entertainment / event requirements
• Liaise with multiple departments in the co-ordination and execution of entertainment events including F&B, security, gaming, etc.
• Liaise with marketing management to evaluate the post-mortem of the event.

Requirements
Education, experience and competencies required

• Grade 12
• 1–2-year Diploma in Marketing preferred
• Minimum of 2 years’ experience in marketing
• Exposure in the gaming industry preferred
• Dealing with customers
• Conflict handling
• Planning and implementing
• Collecting information (including listening, asking questions)
• Problem-solving
• Clerical administrative functions
• Reviewing / evaluating (feasibility / compliance / alternatives/ etc)
• Liaising and co-operating with other teams
• Public Relations / Developing relationships
•  Promotions co-ordination
• Events Planning & Co-ordination
• Strong English Verbal & Written Communication skills
• Business Acumen
• Digital acumen
• Networking skills
• Financial awareness
• Emotional resilience and ability to handle pressure
• Proficient Computer