Events Coordinator - Durban

SUMMARY:
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POSITION INFO:

Representation:

• As an employee of Company, you are to represent the company on all fronts reflecting a Christian attitude and disposition

Meeting attendance:

• You will be expected to attend all staff meetings whereby an invitation has been extended. This does not refer to non-obligatory staff events

Performance Review:

• A bi-annual performance review will be conducted by management that will measure / mark your performance in accordance with the below stated responsibilities, expectations, and job requirements

Objective Overview:

• What:
  • To make sure every function is done whole heartedly and with excellence
  • The venue & garden is looking clean & intact
  • The waiters are dressed well, clean, and polite
  • The food comes out on time, is hot and is presented well
• How:
  • By ensuring no defects - Offer an excellent product
  • Timelines - Provide a service within a clear timeline
  • Connection - Place value on every person

Below are your specific Responsibilities:

• Office Responsibilities:
  • Unlocking the office
  • Answering the phones
  • Answering inquiries
  • Dealing with Monday.com
  • Basic computer skills such as writing an email, organizing files on the computer, creating client information folders on the computer
  • Xero and dealing with word & excel
  • Filing, creating client folders
  • Adding contacts on Xero
  • Creating quotes, invoices & credit notes on Xero
  • Sending reconciliation to clients
  • Prepare procedure documents (which falls under basic computer skills and word documents)
  • Conducting procedure meetings
  • Filing testimonials*
  • Keeping photo albums neat & tidy
  • Scheduling viewings & meetings with clients

• Client Responsibilities:
  • All dealings with clients (past, present & future)
  • Talking to clients on the phone, via email
  • Meeting & greeting with clients
  • Showing clients around the venue
  • Know the function packages to explain to the clients
  • Know detail about the venue such as the dos & don’ts of chapel, garden, venue, bar, food etc.
  • Correspondence
  • Communication (preferably kept on email)
  • Stipulate client requirements
  • You are the clients first contact to the Company from answering emails, to taking phone calls, to showing them around. You must be friendly, enthusiastic & passionate for your job so that your clients and rest securely knowing that you will execute a perfect wedding.
  • Be calm & gracious however don’t get pushed over. Brides can be extremely stressed, and they sometimes need that peaceful pillar. There will be a lot of times for reassurance which is fine

• Function Responsibilities:
  • Organising all functions (to booking, confirming, running, and completing)
  • Procedures meeting held on Wednesday to inform manager of Orchid House. Details such as set up, drinks and food will be discussed
  • Set up of function (tables, chairs, cutlery, crockery, draping & lighting)
  • Check the set-up is correct. Do this first thing in the morning or the day before
  • Check venue is neat & tidy. Always check throughout the week (repairs and maintenance) check on the day everything is neat & tidy, no dirt, dust, holes in linen, cutlery, crockery, glassware are clean Toilets are clean and kept clean throughout the wedding. Bridal salon is clean
  • Check chapel
  • Confirm all outside service providers
  • Communicate requirements to kitchen (send menu the week before)
  • Communicate requirements to Bar (on the Monday before the wedding) OR 5 days before
  • Communicate requirements to waitrons service (Venue managers usually translate)
  • Communicate requirements to all staff (make sure everyone knows what they are required to do)
  • Make sure clients names are on the gate board
  • You are not a wedding planner. You are a coordinator; your responsibilities are to make sure the times that the clients have given to you go to plan. The food comes out on time, the waiters are doing their job, the bar is being run accordingly, The Company set up is correct
  • You are the leader. You are expected to lead everyone below you. To continue to check up on each staff member

• Core Competencies:
  • Must be dressed well, neat, tidy, modest
  • Must speak fluent English
  • Must know how to answer the phone and converse with clients
  • Must know how to use Gmail, google, word, excel
  • Must know how to write an email
  • Is expected to work on weekends (Saturday & Sunday)
  • Must know how to print, make copies, scan
  • Must know how to create quotes, invoices, credit notes etc.
  • Must know how to troubleshoot
  • Must be able to manage staff
  • Must be able to deal with complaints/ conflict

• Core Values:
  • The Company is a Christian company, to have Christian morals, values and beliefs
  • To be integral, honest, respectful in all that you do
  • Strive for excellence
  • Diligently work hard
  • Actively seek opportunities to improve each Event / Service
  • Prepare in advance for all weddings & functions
  • Able to multi-task and coordinate simultaneous projects
  • Able to delegate responsibilities and tasks to different staff members
  • Maintain strong relationships with Team members & staff
  • Communicates well with all staff
  • Creates an environment where people feel connected