The incumbent will have to organize events at functions or events venues. Function coordinator must liaise with clients. The candidate should be able to gather details of functions and make, arrangements such as catering, audio-visual equipment, staffing etc.
Candidate must build professional relationships with client and ensure that the clients expectations are met or exceeded in line with budget requirements.
Education And Experience
- 2-4 years working experience in the respective field.
- Experience working within budget guidelines to deliver results is compulsory.
- Relevant tertiary qualification in food and beverage services or culinary arts is compulsory.
- Meet with the CM/PM to ensure a clean understanding of the requirements, timeframes, and budgets.
- Prepare a project plan which comprises all the requirements and associated costs for sign of by requestor.
- Monitor the progress and provide feedback to CM/PM.
- Negotiate for space contracts and book event space, arrange food and beverage, order supplies and audio-visual equipment, make travel arrangements, order event signs, and ensure appropriate dcor (floral arrangements, linens, colour schemes, etc.) to meet the quality expectations of the alumni association.
- Negotiate with vendors on all requirements to obtain best value for money.
- Prepare a template pack of all documents which may be required in the arrangement of all types of events.
- Prepare and modify event contracts as requested.
- Conduct research, identify and visit proposed sites/venues.
- Create and revise room layouts suitable for each event.
- Propose new ideas to improve event planning and implementation process.
- Manage the event from start to finish including the overseeing of the set-ups/ breakdowns both internal and external, ensuring delivery of ordered items at the agreed times, removal of hired items and clean up as necessary.
- Prepare and required documentation including such items as name badges, materials, notebooks, gift bags, registration lists, seating cards etc.
- Ensure all payments are made for venues, purchases and hired goods and deposits are returned within the agreed timeframes by keeping a schedule of payments against the budget.
- On completion of the event ensure the Facilities are restored to original state.
- File all completed event paperwork correctly in order that it will be available easily for quick access regarding history of a job.
- Produce Monthly reports of all events arranged including associated costs in accordance with company and client requirements.
- Exceptional leadership skills, including motivation and goal settings
- Excellent communication skills
- Interpersonal skills
- Attention to detail
