Events and Merchandising Coordinator at Bryte Insurance Company Limited

Job description

Role Summary

The Events and Merchandising Coordinator will manage and coordinate all of Bryte’s Corporate Events – nationally and regionally. In addition, the incumbent will coordinate all brand merchandising as well as the overall events and merchandising budget of R5 million.

Key Accountabilities

• Functional Management
• Establish business requirements for events and / or merchandising by completing a comprehensive brief from the various internal stakeholders.
• Conduct research and site visits to find resources to help clients make a decision about event possibilities.
• Assist with negotiations on space contracts and book event space, arrange food and beverages, order supplies and audiovisual equipment, make travel arrangements, order event signs and ensure appropriate decor.
• Create and revise room layouts for each event.
• Streamline the event planning and implementation process.
• Serve as liaison with vendors on event related matters.
• Assist with managing on-site production and clean up for events when necessary.
• Prepare name tags, note books, gift bags, registration lists and all other relevant materials.
• Close out all events as required.
• Managing the budget per event and making the necessary invoice payments.
• Provide periodic progress reports to clients for each event or project.
• Prepare and modify event contracts as required.
• Manage and coordinate the merchandising process end-to-end.
• Source suppliers in accordance with the relevant Procurement policies.
• Ensure that the Brand guidelines are adhered to and that the production of final merchandise is accurate in terms of the original brief.
• Implement the necessary processes and controls with Finance.
• Stakeholder Management

Stakeholders include:

• All Business Heads and Regional Managers
• Event Vendors
• Finance

Education and Experience

• Matric.
• At least two years of experience in Office Administration, Events Coordination and Merchandise Management.
• Proven track record of developing and maintaining financial controls relating to merchandising.

Capabilities

• Excellent interpersonal skills whilst managing multiple business partners, including event management companies, creative agencies and promotional merchandising suppliers.
• Ability to manage multiple projects and work assignments with little supervision.
• High levels of professionalism, attention to detail and quality.
• Ability to articulate business requirements into a comprehensive brief for business partners.