Event Coordinator

Bidvestfacilitiesmanagement • Other • Pretoria, Gauteng, South Africa • $200 - $300 / year • 21h ago

ROLE PURPOSE

Assist in the coordination & hosting of all internal & external client events in order to ensure maximum customer satisfaction in accordance with the workplace management services within the Master Service Agreement by building effective relationships with client’s employees, partners, visitors and service providers. This includes placing bookings, processing enquiries, liaising with internal and external clients prior to the event and ensuring the smooth running of events.

MAIN OUTPUTS

Operational Delivery:

Assist to co-ordinate events and meetings for the site
Assist in the coordination of the AV/ VC set up requirement for events and meetings, together with the technical team
Assist in the coordination of all services during events (set up, stationery, catering, beverages etc)
Liaise with the catering company pertaining to events and meeting requirements
Liaise with events team regarding events / meeting requirements
Ensure all rooms set ups as required by the client meet clients’ specifications
Ensure water bottles are refreshed regularly throughout the day and that clean glasses are available at all times
Ensure that catering is booked on the system as and when required
Ensure that rooms are cleared and tidied after each event or meeting
Report over-flowing dustbins and cleaning issues to the cleaning team on duty in your area
Report and hand in any lost property found in meeting rooms to security
Assist to ensure that events are planned at least 48 hours prior to the meeting
Ensure issues raised have been managed and actions taken to prevent recurring issues

Contractual Delivery:

Ensuring that the co-ordination of the final setting-up of areas in preparation for events services
Ensure provision of table settings and decoration, the manner and cost of which is to be agreed by Client.
Ensure clearing of all food, crockery and cutlery and glassware etc., from the rooms at the end of the event and for ensuring rooms are left in a tidy manner, i.e., all food debris has been removed
Ensure rooms to be cleared no later than two hours from the time of delivery, or on completion of the meeting; whichever is the earlier.
Ensure that catering staff have used tableware, crockery, cutlery, etc. is collected subsequently at a time agreed with the recipient of the service
Receive requests for the retrieval of furniture and coordinate the preparation, delivery and setup of items at the appropriate business location(s) or in support of all events

Customer Focus:

Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value
Interact with clients to provide and process information in response to inquiries, concerns and requests about products and services
Keep up to date with business developments and strategic objectives within the environment
Provide advice on general changes and compliance within the workplace management framework when required
Work with processes and procedures in such a way that operational efficiencies and performance are enhanced
Attend to and resolve all customer queries timeously or escalate when necessary
Follow up and follow through on all escalated queries timeously
Manage conflict

Code of Conduct:

Undertake such other responsibilities as directed by Management that will drive sustainability
Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken
Take responsibility for one’s own performance
Promote BFM’s & Client’s image and corporate citizenry through deliberate and co-ordinated activities
Adhere to the BFM’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position
Ensure BFM ethical values are adhered to

Reporting: