Job Description

Events Coordinator - Venue Rental

CECO is a unit created by Stellenbosch University. This unit sits outside the traditional University framework in a spin out company, Factory 209 (Pty) Ltd, which is 100% owned by SU.

This exciting new unit is looking for dynamic new talent to further grow the business in 2025 and beyond.

Geographical Location:

Stellenbosch

Province/Region:

Western Cape

Number of Positions:

1

Annual renumeration:

From R280 000 depending on skills and experience
Manage the sales, strategic planning and administration of CECO Venue Rental Division events and activities, including but not limited to Stellenbosch University Internal activity, facility rental, professional and federations. Contribute to the sales team promotional activity plan and share in the responsibility for achieving revenue targets.

MAIN RESPONSIBILITIES

SALES

To sell and be involved in facility rental sales and events; Organise and attend prospective customer site visits; Event management across various disciplines- arts, entertainment, academic, and MICE; Keep excellent financial and operational records; Establish, build, and optimise customer and supplier loyalty; and To be fully conversant in the event budget.

ADMINISTRATION & EVENT MANAGEMENT

Plan and implement small - large scale events from start to finish Uphold data standards and accurately enter all opportunities onto booking systems to ensure accurate reporting of opportunity and conversion. Effectively manage the calendar, keep all necessary stakeholders informed of upcoming events To work with other divisions in CECO, other business units in Factory 209 and all internal environments in Stellenbosch University Ensure all event costings are profitable and within the pricing guideline set by management and accountants. To be fully conversant in the budget - revenue targets, average gross profit etc. To ensure that contracting and deposits for bookings are actioned in a timely fashion, as per the company standards and expectations. To ensure that final details and numbers for invoicing are actioned in a timely manner and as per the booking terms and conditions and company standards and expectations. Report effectively on sales pipeline and business on the books for all market segments as required by management. To act as the first point of contact for all event and facility rental enquiries. Involvement in PR and media management Involvement in Event Operations from booking staff to ensuring all events are compliant under National, local and SU regulations Event staff procurement, management and facilitation of renumeration 3rd party suppliers onboarding and management

Requirements Qualifications, education, Training

Essential

Diploma or 3-year degree in Events Management or similar qualifications

Desirable

Project management qualification Safety officer qualification First aid qualification

Professional Experience

2-4 years as a Events Coordination Project / events management and administration Financial administration Facility Rental and management and administration

Professional skills

In depth knowledge of event management Excellent event management track record Excellent customer service record Familiar with standard quoting and invoicing procedures Above average organisational and planning skills Familiar with business principles and practices Strong communication skills Meticulous and detail orientated Event support services intermediate knowledge (AV, sound, logistics, catering etc.) Sound knowledge of the SASREA act Sound knowledge of SANS 2020 Sound knowledge of standard event health and safety regulations Knowledge of Stellenbosch Municipality event registration requirements Up to date with trends pertaining to the events industry

Programs and systems

Essential

Microsoft office suite with strong excel skills MS teams/ zoom/ other suitable virtual meeting space XERO accounting for quotes and invoices

Desirable

Event management software Professional network within the events industry CRM system

Personal skills

Innovative, self-starter and driven Works well with team Thrives in a high-pressure environment Strong prioritisation and organisational skills Ability to manage multiple focus areas Stress and time management Meticulous, detail orientated and well organised Personable Excellent phone etiquette Manages responsibility for outputs and key metrics Strong networker and customer centric

Role Requirements

Salary will be discussed with successful candidates. Kindly submit your salary expectation with your application to Duane Anderson at Duanea@sun.ac.za.

Kindly note if you do not receive feedback from us within two weeks of your application, please consider your application unsuccessful.

Job Type: Full-time

Pay: R20000,00 - R25000,00 per month

Ability to commute/relocate:

Stellenbosch, Western Cape: Reliably commute or planning to relocate before starting work (Required)
Education:

Diploma (Required)
Experience:

* Events management: 3 years (Required)