Conferencing Coordinator

SUMMARY:
Our Client is looking for a Conferencing Coordinator to join their team.

POSITION INFO:
Location: Stellenbosch
 
Job Summary
 
The Conferencing Coordinator oversees the end-to-end execution of corporate events and conferences. This role balances high-level administrative correspondence with hands-on coordination, ensuring every event is planned meticulously and hosted professionally from start to finish.

Key Responsibilities
Event Setup & Hosting

• Lead the physical setup of conference rooms, ensuring all layouts meet client specifications.
• Coordinate audio-visual requirements, equipment testing, and stationery placement.
• Act as the primary host and point of contact during live events to manage logistics and guest needs.
• Monitor catering schedules and break-out sessions to ensure seamless transitions

• Manage all conference-related correspondence, including inquiries, bookings, and confirmations.
• Prepare detailed quotes, contracts, and invoices for clients.
• Reconcile supplier accounts with payable records and resolve billing queries promptly.
• Capture all supplier invoices and assist with balance sheet reconciliations.
• Maintain accurate records of client logs, stocktake, and inventory for conferencing assets

• Compare monthly regional performance to budget and prepare forecasts for P&L meetings.
• Assist the General Manager with the completion of the annual conferencing budget.
• Manage debtors and creditors, ensuring the timely collection of outstanding payments.

• Maintain the casual wage float and authorize/sign documentation for wage payments where applicable

• Experience: Previous experience in conferencing administration, hospitality, or event coordination.
• Communication: Strong professional writing skills for client correspondence and excellent verbal communication for switchboard and guest management.
• Technical Skills: Ability to troubleshoot basic AV equipment and proficiency in office administration software.
• Attributes: Highly organized, detail-oriented, and capable of resolving queries promptly under pressure.
• The successful candidate will be required to step in and assist with other duties in other departments.