Events Coordinator - Cape Town CBD at V&A Waterfront

Job objectives:

Stakeholder Management

• Develop and foster respectful, transparent, and collaborative communication and relationships with business units, marketing, and internal/external service providers.
• Network regularly at industry events and associations, strengthening connections with V&A Waterfront, event sectors, and City Officials.
• Negotiate complimentary and discounted rates with key suppliers/clients, focusing on ROI, and instill this discipline in the events team.
• Identify and partner with preferred suppliers, marketing their offerings to clients to enhance the ecosystem.
• Represent the organization at events, meeting with organisers and potential partners when necessary.
• Exhibit tact, diplomacy, maturity, and professionalism, ensuring excellent customer service.
• Maintain strong client relationships by understanding their needs and ensuring satisfaction.
• Act as a brand ambassador, promoting event spaces and services to prospective clients.
• Handle client feedback proactively, ensuring continuous improvement and high satisfaction levels.

People Management

• Build a strong, professional team culture, providing guidance and assistance as needed.
• Lead, mentor, and coach the team, offering clear direction and focusing on skill and confidence development.
• Manage team schedules, workload capacities, and provide support during peak times.
• Train and supervise staff to ensure high standards of service, fostering continuous improvement.

Event Planning and Coordination

• Oversee all aspects of event planning for Meeting Rooms, Demonstration Kitchens, Cruise Ships, including event calendars, logistics, catering, décor, room set-up, and customer service.
• Research, plan, and implement multiple events within budget and timelines.
• Ensure compliance with event safety regulations, procurement guidelines, and health standards, in collaboration with relevant stakeholders.
• Manage campaigns and third-party suppliers, ensuring delivery aligns with the highest quality standards.
• Maintain and upgrade event spaces, equipment, and utilities, ensuring operational excellence.
• Anticipate potential issues, create contingency plans, and implement improvements for efficiency.
• Coordinate the physical setup and preparation for markets and events.

Catering and Vendor Management

• Coordinate food and beverage vendors, ensuring quality and adherence to client specifications.
• Build and maintain strong vendor relationships, ensuring timely, quality service delivery.
• Actively promote preferred vendors and tenants as part of the client’s ecosystem

Budget and Financial Management

• Plan, track, and manage event budgets, ensuring cost-effectiveness and financial compliance.
• Assist in preparing financial reports, analyzing campaign outcomes, and providing insights to stakeholders.

Program Evaluation and Reporting

• Establish qualitative and quantitative success measures for events.
• Monitor and evaluate event performance, preparing post-campaign reports for stakeholders.
• Consistently seek opportunities to improve the impact of events on brand health and client satisfaction.

Administration and Reporting

• Maintain accurate event documentation, manage bookings and payments, and handle general administration tasks.
• Communicate regularly with relevant managers and curators, providing updates on event developments and performance.
• Prepare and circulate event marketing calendars and compile detailed reports for stakeholder feedback.

Requirements

Educational Requirements

•     B. Comm degree in Marketing or related field
•     Event Management / Project Management Certificate / Diploma will be advantageous

Knowledge Requirements

•     Events and Promotions
•     The entertainment industry as it relates to contracting entertainment for events
•     Technical information relating to audio visual and sound
•     Sponsorship management, negotiation, client relations
•     Project and resource management
•     Budget management
•     Relevant Legislation
•     Strategic, Experiential, and Engagement Marketing
•     City of Cape Town events permit procedures and requirements
•     City of Cape Town disaster management in relation to events
•     Knowledge of crowd and public facility management

Experience Required

• 3-5 Years Catering and Event Management experience