Description:
A well established company based in Midrand is seeking a Events Manager.
Duties:
• Management of high-quality events from conceptualisation, planning, implementation, reporting to debrief.
• Identify, mitigate and/or dissolve risks related to specific events.
• Implement management and operational tools i.e.: rollout plans, operations reports, event specifications guides, risk analysis, budgets and other templates.
• Ensure that all new allocated briefs are responded to, including budgets and concepts, within the relevant time frames.
• Interpret creative briefs from clients and converting them into clear and substantial briefs for our business partners/creative team. Reviewing creative proposals in terms of feasibility and cost-effectiveness.
• Ensure that skills, care and diligence are exercised in carrying out obligations and those of other service providers, and furthermore to promote and safeguard the interests of the clients.
• Scheduling and attending regular status meetings with clients, ensuring accurate documents are kept (operations reports, minutes, scope change budgets, etc.).
• Ensure that relevant documentation is communicated to all impacted parties as per the lines of communication.
• Oversee the onsite management of all assigned events, including adherence to all OHS requirements.
• Internal Business Processes:
• Adhere to all management controls, administrative systems, procedures and templates.
• Adhere to time management system and processes
• Provide regular input to the HoD on all projects’ activity, including status reports, any possible risks, opportunities, achievements and/or potential issues on a weekly basis.
• Prepare and submit reports to the HoD and Finance division, including (but not limited to):
• Weekly cash-flow forecasts
• Weekly PDK reports
• Quarterly savings reports
• Ensure that all individual and divisional financial targets are met as per the annual targets set by the shareholders.
• Prepare, manage and report on all aspects regarding the financial processes for all allocated events, including budgeting and all necessary administration functions.
• Ensure that all purchase orders, contractual deposits and payments are received in accordance with terms and conditions agreed to with clients and compliant with the company's standards.
• Ensure that clients are presented with the most competitive and cost-efficient quotes.
• Ensure that the clients’ objectives are met within the scope and budgets.
• Accurately loading of all supplier Purchase Orders for all assigned events on Microsoft Dynamics GP.
• Provide feedback to the HoD regarding outstanding Purchase Orders from clients, receipt numbers and payments and follow though until all matters are resolved.
• Obtain and submit all supplier invoices for all assigned events within 45 days after an event.
• Submit financial recons to clients to sign off for all assigned events within 45 days after an event.
• Ensure that all company operational and financial policies and procedures are adhered to, implemented and executed timeously.
• Ensure that suppliers comply with all OHS requirements, POPI act, SLAs and client’s policies.
• Assist the HoD with the management of supplier contracts and agreements (SLAs) in liaison with the Corporate Services Division
• Assist the HoD with the procurement and vetting of suppliers, to ensure that work undertaken by suppliers is carried out in a manner that will avoid, reduce or control foreseeable risks to people’s safety and health.
• Ensure suppliers recognise good practice and comply with clients’ and legislative requirements.
• Negotiate supplier payment terms, including the evaluation of supplier proposals and the awarding of contracts.
• Check and submit venue, entertainment and client contracts for internal approval.
• Build credibility, establish rapport, and maintain communication with clients at multiple levels.
• Assist the HoD to develop and maintain relationships with key clients with a view to maximise business opportunities.
• Identify opportunities to acquire new events/projects from current clients and forge relationships with decision makers within client organisations to turn this into increased business.
• Identify strategic opportunities to pitch or tender to acquire new projects and prospect for potential new clients, the decision makers within other organizations and turn this into increased business.
• Prepare creative presentations for tenders and proposals by following and implementing the divisional pitch and presentation methodology.
• Attend briefing meetings, interpret briefs and converting them into clear and substantial briefs for the pitch team, creative team, suppliers and business partners.
• Draft pitches, tenders and proposals documents & presentations for new and existing clients.
• Work closely with suppliers, business partners and creative teams to develop and prepare strategic creative presentations for pitches, tenders and proposals that speaks to our clients’ needs, challenges and objectives. Review creative proposals in terms of feasibility and cost-effectiveness.
• Prepare budgets for pitches, tenders and proposals based on actual quotes received from suppliers and business partners.
• Present formal creative proposals and methodologies to executive clients; this could entail competing for the business as part of an organisation’s vendor selection process.
• Follow up on tenders and proposals and secure the business.
• Attend industry related exhibitions and functions and provide feedback and information on market and creative trends.
• Maintain and develop organisational culture, values and reputation with colleagues, clients, suppliers and business partners.
• Assist the HoD with leads for the Sales Representative/s and accompany them to meetings with prospective new clients when necessary.
• Ensure all occupational health and safety requirements and policies are adhered to for each allocated event or project by all staff and suppliers.
• Ensure OHS files are updated for each allocated event or project – including OHS requirements of suppliers and their sub-contractors.
Requirements:
- Matric (Grade 12)
- Extensive and varied experience in the eventing industry, with a minimum of 7 years’ solid experience in project management.
- Minimum of 3 years’ experience in managing large corporate and/or public events.
- Relevant tertiary qualification (Diploma or Degree) in project management, event management, marketing management, hospitality or public relations will be beneficial
- MS Office Suite Essential
Requirements:
- Matric (Grade 12)
- Extensive and varied experience in the eventing industry, with a minimum of 7 years’ solid experience in project management.
- Minimum of 3 years’ experience in managing large corporate and/or public events.
- Relevant tertiary qualification (Diploma or Degree) in project management, event management, marketing management, hospitality or public relations will be beneficial
Computer Literacy:
- MS Office Suite Essential