Events & Operations Coordinator

SUMMARY:
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POSITION INFO:

JOB DESCRIPTION

Position: Events & Operations Coordinator
Department: Marketing

Purpose of the Role

The Events & Operations Coordinator is responsible for the planning, coordination and delivery of approved ATT Group and ATT Mining Solutions events, together with the day-to-day administration of marketing operations. The role manages event logistics, suppliers, budgets, materials and on-site readiness, while coordinating procurement, corporate gifts, stock control and stakeholder requests. Working with Marketing, Sales and support departments, the coordinator ensures projects and events are delivered on time, within approved budgets and in line with company standards.

Key Performance Areas

1. Financial KPA

• Manage approved event and operations budgets, procurement documentation and supplier costs.

• Report expenditure, variances and savings.

2. Customer (Stakeholder) KPA

• Provide responsive support and organised, brand-aligned event experiences that meet agreed stakeholder requirements.

3. Operational KPA

• Coordinate events and marketing operations from brief to completion, with accurate records, reliable logistics and clear accountability.

4. Learn & Grow KPA

• Develop event and operations skills, maintain organised resources and improve processes through feedback and review.

Key Performance Area Responsibilities

Financial Responsibilities

Vendor & Supplier Management

• Source and compare quotations; evaluate suppliers on cost, quality, reliability and delivery.

• Negotiate pricing and terms within delegated authority.

• Maintain supplier documentation in line with company SOPs, procurement and B-BBEE requirements.

• Coordinate approved orders, contracts and payment documentation with Finance.

Budget Planning & Cost Management

• Prepare event budgets and cost estimates for approval before committing expenditure.

• Track event, campaign support and operations costs against approved budgets, including committed spend.

• Identify cost savings without compromising delivery; escalate variances and scope changes for approval.

Financial Reporting & Event Evaluation

• Maintain accurate cost records and report budget versus actual expenditure and savings.

• Compile event costs, attendance, lead capture and stakeholder feedback for post-event evaluation.

• Work with Sales and Finance to assess event outcomes and ROI where attributable revenue data is available.

Procurement & Approval Compliance

• Follow company procurement and Marketing SOPs for quotations, purchase orders, GRVs and invoices.

• Obtain required approvals before placing orders or confirming bookings.

• Keep complete supporting documents and reconcile supplier invoices against approved orders and received goods or services.

Customer Responsibilities

Marketing Material & Corporate Gift Coordination

• Manage marketing materials and corporate gifts across the two designated storerooms.

• Keep stock clean, organised and accessible; conduct regular checks and audits.

• Record receipts, issues, returns and stock levels; report damaged, missing or outdated items.

• Coordinate approved repairs, replacements and replenishment in line with campaign and event needs.

• Check materials for brand and SOP compliance before issuing them to Sales, event teams or other departments.

Stakeholder Support & Communication

• Act as the liaison between Marketing, internal customers, Sales and event partners.

• Confirm briefs, requirements, deadlines and responsibilities; provide progress updates and escalate risks promptly.

• Coordinate event briefings and provide staff with schedules, operational information and relevant event protocols.

Event Experience & Brand Representation

• Coordinate customer-facing event touchpoints, hospitality and materials to support a professional visitor experience.

• Ensure event branding and product literature follow approved brand standards and are current.

• Tailor event arrangements to the audience and agreed objectives, working with Sales and the creative team.

• Gather stakeholder and attendee feedback and coordinate agreed improvements.

Project Coordination

• Track requests, deadlines and deliverables from brief to completion.

• Prioritise competing tasks with the Chief Marketing Officer and keep stakeholders informed.

• Resolve routine issues proactively and recommend practical workflow improvements.

Operational Responsibilities

Day-to-day Marketing Operations

• Handle stakeholder requests, quotations, orders, deliveries and routine marketing administration.

• Maintain project records and coordinate work with the creative and digital teams.

• Support basic artwork adaptations or production tasks within capability and approved templates when required; coordinate creative briefs and approvals.

Event Planning & Project Management

• Coordinate approved trade shows, conferences, customer events, activations and promotional events from planning through close-out.

• Confirm objectives, audience, scope, budget and deliverables with stakeholders.

• Develop event plans, timelines, checklists and resource requirements; monitor progress and dependencies.

• Coordinate venues, suppliers, internal teams and external partners to deliver agreed requirements.

Logistics, Setup & Breakdown

• Arrange venues, bookings, equipment, transport, deliveries, accommodation and staff travel where required.

• Coordinate stand production, branding, promotional stock, catering and hospitality within the approved brief.

• Manage setup and breakdown schedules, access requirements, supplier deliveries and material returns.

• Check equipment, materials and event tools before departure and record returned, damaged or missing assets.

On-site Event Coordination & Issue Resolution

• Coordinate on-site operations and stand readiness, including staffing schedules, briefings, hospitality and supplier delivery.

• Confirm the nominated event lead and agreed responsibilities with Sales and other stakeholders.

• Monitor event requirements and resolve operational issues within authority; escalate concerns promptly.

• Prepare contingency arrangements for weather, technical failures, transport delays and last-minute changes.

• Coordinate organiser rules and relevant HSE requirements with responsible departments.

Lead Capture & Post-event Reporting

• Arrange and check approved lead capture tools; brief event staff on use and required information.

• Monitor capture during events and flag gaps to the nominated event lead.

• Consolidate lead records and coordinate timely handover to Sales and the relevant CRM process.

• Track follow-up status with Sales for reporting; Sales remains responsible for customer contact and conversion.

• Compile post-event reports covering costs, attendance, leads, feedback, issues and agreed improvement actions.

Administration & Supplier Coordination

• Source quotations and raise approved purchase orders; process GRVs and invoice documentation accurately.

• Check and log incoming materials against orders and POs.

• Liaise with Finance, Accounts, Procurement and Transport on orders, payments and deliveries.

• Follow up outstanding invoices, supplier commitments and delivery timelines.

• Maintain procurement records and report supplier performance and cost savings.

Inventory & Asset Management

• Maintain registers for marketing materials, event equipment, displays and promotional items.

• Track allocation, issue, return, condition and replenishment of assets.

• Optimise reuse across campaigns and events to reduce waste and maximise value.

• Coordinate storage, maintenance and availability of resources ahead of planned activities.

SOPs, Collaboration & Continuous Improvement

• Document and update event and operations procedures, checklists and working records with the Chief Marketing Officer.

• Support stakeholder adherence to approved processes and provide practical guidance.

• Review event and operations feedback to improve efficiency, cost control and delivery.

• Use approved project and event tools to improve coordination and reporting.

Learn & Grow Responsibilities

Self-development

• Develop skills in event planning, logistics, supplier negotiation, procurement and project coordination.

• Stay current with relevant event tools and practices through training and hands-on experience.

• Build resilience and manage workload during busy event periods.

Housekeeping

• Maintain clean, organised marketing workspaces, common areas, storerooms and event areas.

• Keep materials presentable and ready for use; report maintenance issues promptly.

• Represent ATT culture and values through professional conduct.

Growth

• Maintain a personal development plan with the Chief Marketing Officer.

• Agree measurable development objectives and review progress regularly.

Database & Resource Management

• Save event plans, supplier documents, cost records, feedback and reports in approved shared locations.

• Keep marketing resources, SharePoint and relevant internal records current and accessible.

• Maintain event and lead data in line with company data handling and access procedures.

Decision-Making Criteria

• Cost: Source cost-effective, reliable suppliers and work within approved budgets and procurement authority. Escalate additional costs before committing expenditure.

• Risk and quality: Check branding, quantities, product information and supplier deliverables before production or use. Escalate safety, delivery and reputational risks to the responsible manager.

• Efficiency: Plan events and operations in advance, prioritise agreed deadlines and resolve routine issues promptly. Obtain approval for changes to agreed scope.

• Resourcing: Plan staff, equipment, materials and logistics early. Confirm availability and responsibilities with relevant stakeholders and prepare contingency arrangements.

Team Organogram

• Reports to: Chief Marketing Officer

• Role: Events & Operations Coordinator

• Direct reports: None

• Works with: Marketing, Sales, Finance, Procurement, Transport, IT and event suppliers

Minimum Requirements / Qualifications and/or Experience

• Diploma in Marketing, Events Management, Business Administration or a related field, or relevant equivalent experience.

• At least 2--3 years of relevant event coordination, marketing operations or project administration experience, including practical event logistics, budgets and supplier management.

• Strong administration, organisation, planning and attention to detail.

• Experience with quotations, purchase orders, GRVs, invoices and stock records.

• Effective communication and stakeholder coordination skills.

• Proficiency in Microsoft Office and familiarity with project management tools.

• Ability to manage competing deadlines, solve problems and work independently.

• Willingness to travel and work outside normal office hours when required for approved events.

• A design or production background and tyre industry knowledge are advantageous.

Competencies Required

Knowledge

• Marketing operations

• Event planning and logistics

• Supplier and cost management

• Brand standards and customer experience

• Stock and asset control

• Stakeholder management

• Procurement and payment processes

• Lead capture and CRM handover

• Project management

• Company SOPs and policies

Skills

• Event planning and execution

• Project coordination and time management

• Administration and record-keeping

• Communication and teamwork

• Supplier negotiation

• Budget tracking and reporting

• Stock control and asset tracking

• Problem-solving and contingency planning

• Microsoft Office and project tools

• Basic artwork or production support (advantageous)

Attitude / Behavioural Requirements (Compulsory)

• Brand focused: Represent ATT Group and ATT Mining Solutions professionally and apply approved brand standards consistently.

• Positive: Approach tasks and challenges with enthusiasm and a practical, solutions-focused attitude.

• Proactive: Identify risks and improvement opportunities early; act within authority and escalate where needed.

• Adaptable: Respond constructively to changing priorities and maintain focus during event pressures.

• Dependable: Take ownership, meet agreed deadlines and follow through on commitments.

• Trustworthy: Act ethically, maintain accurate records and handle information and resources responsibly.

• Collaborative: Work effectively across departments and support colleagues with clear communication.

• Customer focused: Understand stakeholder needs and deliver responsive service and well-organised event experiences.

Job Tools

• Workstation

• Computer and standard office equipment

• Marketing and project software (Microsoft Office, approved project tools and shared document access)

• Event and lead capture tools (approved event platforms and CRM access where required)

• Marketing resources (approved artwork, literature, stock registers and event equipment)

Support From

• Chief Marketing Officer

• Marketing and creative team

• Sales teams and event leads

• Finance, Accounts and Procurement

• Transport and logistics team

• HSE and relevant support departments

• IT department

• Event organisers and venue teams

• Service suppliers