Events Information Coordinator at RMB - Rand Merchant Bank

Purpose

• This role will support the events team in managing and coordinating events related administration.

Experience and Qualifications
Relevant Degree

• 5 years experience in administration or events coordination

Competencies

• Analysis and Attention to Detail
• Customer Service Orientation
• Time and Self-Management
• Verbal and Written Communication
• Building Relationships
• Learning Agility

Responsibilities

• Liaise with hosts and Marketing Coordinators regarding clients or guests for the function and coordinate requests.
• Merge hosts and marketing contacts lists or submissions.
• Look out for duplications on clients or guests list.
• Liaise and resolve with respective marketing contact for de-duplication process.
• Clean up lists before importing into Silver Pop (seating system).
• Export or download list on a daily basis for big events.
• Ensure the correct format before sending to hosts or marketing contacts.
• Detect name changes highlight and send to marketing contact for further investigation.
• Coordinate and distribute final details to clients before event either by email SMS or hard copy.
• Attend the events in order to manage any last minute queries and to manage registration desk.
• Distribute a list after the event to all hosts and marketing contacts of no shows name changes etc.
• Edit the list again to import for client database.
• Maintain and manage the birthday list for specific marketing coordinators or clients.
• Managing guest lists via the online RSVP system
• Determining allocations for each event and liaising with divisions on event details and allocations
• Consolidating lists, cleaning data, checking and resolving duplications across divisions
• Meeting with business to ensure that right guests are on the list
• Managing the RSVP process in its entirety via an online RSVP system
• Liaising with clients at all stages of the process
• Downloading daily reports with reply status, bounces, etc.
• Handling client queries telephonically or via email
• Constant communication with business - follow ups, special requests, coordinating replacements,
• Maintaining a high-level understanding of the RMB client base at all times
• Collation and distribution of event collateral in digital or hard copy form (tickets, final details, race packs, etc.)
• Communicating with digital ticketing agencies, internal drivers and courier companies
• Distribution of access barcodes and final details
• Packing and labelling envelopes/boxes/bags with the support of additional team members when required
• Monitoring distribution to ensure that all items are delivered
• Post event reporting
• Reporting on no shows, late declines, etc. post the event
• Uploading information into the reporting system once costs are finalised
• Drawing reports, analysing information and creating graphs for presentations to the business units – CRM System
• Overseeing the event arm of the Bank’s CRM system.
• Updating the RMB CRM system with any changes identified through event RSVP’s

Other activities include:

• Onboarding of suppliers and loading invoices
• Tracking costs for events and assisting with admin around invoice processing
• Updating and maintaining the RMB and FirstRand marketing database
• Assisting with smaller functions where necessary
• Assisting at bigger events, Gift sourcing and back-up for the online shop system