Operations Services Coordinator - Cape Town, South Africa - CTICC

CTICC

Verified Company

Cape Town, South Africa

3 weeks ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

The main purpose:

The main purpose of this position is to arrange, provide and implement the support and conference and exhibition services as required by internal/external clients and exhibitors.

Reporting To The:
Conference & Exhibitions Services Manager

Key responsibilities will include but are not limited to:

1. Administrative Services

The coordination of the operations services desk during event buildup and upon it going live
Handling all operational services and event related queries and onsite orders, during buildup and the duration of an event
Serve as the CTICC contact with exhibitors, delegates, and contractors to ensure that all operational services are installed and operational timeously
To liaise with the finance department re invoicing to ensure clients receive the invoices timeously
Carry out relevant reporting and administrative requirements of the job regularly i.e., generate power consumption and, DCP Wi-Fi crystal reports etc, per event.
Daily discussion and planning with contractors for all orders, re past, current and upcoming events
Processing of all exhibitor, delegate and client service orders
Promote and upsell our inhouse service providers where applicable
Advising and discussing all operational service requirements for events
Determining the client's needs and advising on certain possibilities and opinions, e.g., IT, telecommunications, security, safety, plumbing, cleaning, waste etc.
Input all information into EBMS timeously
Generate optimal revenue from clients by upselling additional services and Food and Beverage
Ensuring client satisfaction throughout the event planning and management process
Generating requisitions for all relevant orders/service
Responsible for correct costing of services by ensuring that updated price lists are received timeously
Book equipment/machinery for clients including, cherry pickers, and scissors lifts etc.
Attend internal client handover and operations team meetings
Work closely with the Confex team to help achieve departmental objectives
Ensure proper interdepartmental communication during and after event
Respond appropriately to client feedback and queries within 24 hours
Follow up on payments and ensure that full payment is made prior to the event
Liaise with finance about outstanding payments for past and future events
Ensure all additional charges are added to clients' invoice within 2 working days after the event
Adhere to legislative Health & Safety policies and procedures
Assist the Finance department with contacting exhibitors and providing feedback on the Age Analysis
Assist in the successful execution of events
Monitor client satisfaction prior to, during and post event
Ongoing client relationship management
Inform organisation and direct stakeholders on event details
Attending to telephonic calls and enquiries to the Department, establishing nature of visit/ enquiry and directs requests to appropriate personnel.
Recording details of enquiries and/ or messages in the absence of personnel and forwarding for attention upon availability and/ or attending to and providing standard details and routine information to prospective clients for consideration.
Controlling the filing, storage, retrieval and disposal of files and folders and other related documentation/ correspondence.
Maintain all electronic and documentation pertaining to assigned events i.e., Confex Report

2. Manning front of house activities

Monitoring front of house cleanliness, safety, food & beverage, electrics, ICT, medics, waste, and carpets

3. Enhance Communication

Communicate with all event internal and external stakeholders in a clear and proactive manner
Maintain effective working relationships with colleagues and service providers

Minimum Qualifications and experience required**:

Matric (NQF 4).
Event Management / Business Management/ Hospitality Management Diploma (NQF 6).
Two years' event management and coordination experience.
Experience working with service providers.

Skills and knowledge:

Proficient in Microsoft Office suite (Outlook, PowerPoint, Word, and Excel)
Guest orientated
Excellent communication skills
Excellent time management skills
Wellgroomed with a vibrant personality
Events/Hospitality background
Stress resistant & flexibility
Strong management, planning and organizational skills
Extensive client networking and relationship building skills
Able to provide clear and effective communication of ideas, processes, and targets
Excellent negotiation and financial management skills
Reporting skills
Ability to manage complaints
Innovative thinker
Communication & Conflict handling skills
Hands on and pragmatic
Quality driven
Inspiring personality
Attention to detail