Travelinfo

Job Description

This post based at TWF Cape Town Greenpoint is responsible for managing, monitoring and dealing with clientele, supplier processes as well as the administration thereof that affect and impacts on the operations of the C&E team.

The Conference & Events Division is an integral part of Travel with Flair’s service offering, this division provides professional conference, event and logistical management solutions and services to all TWF clients.

We strive to make each event an accurate portrayal of everything our client’s organization represents and requires. The team are responsible to procure and secure client request that cover training workshops, event logistics (air travel/ accommodation / transfers / bus bookings/ train bookings/ catering / audio video equipment, catering as well as entertainment) long stay bookings as well as mainstream events that require all of the above.

Bookings can vary in size and support services cover the booking process to onsite management. 

Availability

Immediate

Salary

Neg

Required Qualifications

• 02 – 05 Years working experience in relevant industry with C&E skill
• Excellent Time and Attendance Skill.
• Office based role
• Matric
• Travel & Tourism Diploma or Equivalent Advantageous
• Computer literate: Microsoft Office Skill in place(Outlook, Excel, PowerPoint and Word)  
• GDS/ Travelport/ Accounting skill advantageous
• Co-Ordinator must have knowledge and experience of all aspects of the conference business including logistics, catering, presentation, customer service and marketing.
• Experience in a related field such as exhibition management or the hotel and catering industry is advantageous.
• Co-Ordinator must be able to demonstrate a track record of successful event / conference management.
• Apply through submitting your CV, ID and copy of latest payslip to Laurenr@twfcpt.co.za
• Only qualifying and successful candidates will be contacted

Location

Greenpoint

General Details

• The Conference Co-Ordinator will be involved in every aspect of a conference and event from engagement to completion (inclusive of  administration) as well as manage all group accommodation and long stay accommodation enquiries working with an energetic team within the TWF business.
• The post is suited to a team player working hand in hand with the team on all enquires at advance request or last minute notice aswell as supporting backup and support on rotation.
• Pre-Planning of an event / conference: a) Administration only: involves reviewing the scope and gathering details of the requirement set out by the client. b)Involves briefing meetings with clients and service providers. c) Ensure that all details require are received (how many people attending, what meals, preferred location, etc.) d) Discuss client’s budget and possible rate negotiations with service providers.
• Organizing and Logistical management of the event / conference (list not exhaustive and may exclude items based on customer request) a) Floor plans / seating layouts of the venue/s b) Entertainment c) Catering - Menu Selections (food tasting) – Rural caterers. d) Audio-visual requirements e.)Transportation – all types f) Accommodation g.) Décor h) Exhibition Stands
• Monitor / Manage the event / conference: a)Through mobile telecoms. b) Onsite / on-call assistance for the days leading up to and including the day of the event / conference. c) Monitor / Manage service providers for all set up and completion. d) Onsite / on-call troubleshoot and problem solving.
• Post event / conference follow up: a) Provide a follow up with clients to find out if the event was considered successful. b) Processing of all administration to ensure payments are received timeously.

• Be capable to manage several activities at the same time, often under pressure due to customer time and budget constraints.
• Excellent planning, budgeting and project management skills. High levels of administration planning.
• Be able to work in a team.
• Good communication and interpersonal skills are important for liaising with clients, co-workers and service providers.
• Excellent customer service skills to deal with enquiries and complaints.
• Maintain high standard of professionalism and integrity at all times.
• Flexibility as Co-Ordinator may be required to work out of office hours as well as weekends and public holidays.