Events and Administration Coordinator

SUMMARY:
A dynamic Events Coordinator is required in the Fairview area. The role involves coordinating and executing all logistical and administrative aspects of 4Racing events.

POSITION INFO:

KEY PERFORMANCE AREAS:

Event Planning and Coordination

Logistics Management

Branding, Signage and Sponsorship Fulfilment

Administration, Procurement and Financial Processes

KEY RESPONSIBILITIES:

Assists the Events Manager in event planning, coordination and execution of all 4Racing events

Executes event-related administration such as invitations, RSVPs, accreditations, catering, décor and entertainment

Plans, coordinates and facilitates non-raceday functions such as corporate events, charity functions and private bookings, including supervising the set-up and breakdown of events.

Orders, sources and manages logos, branding and all advertising materials for all events

Planning and scheduling of staff for all events

Executes stakeholder communications pre- and post-event

Monitors on-course promotions in line with sponsorship agreements

Drafts and coordinates the official running order for events

Greets clients, visitors and guests professionally and assists with meet and greet for special occasions

Maintains the office and events calendar, schedules meetings and takes minutes

Perform sales data entry, filing, inventory management of office and venue supplies

Uses 4Flow dashboard for invoice loading, PO generation and receipting

Sources supplier quotes, tracks invoices and follows up on payments

Maintains departmental records (meeting agendas, minutes, post-event reports)

Compiles budgets and timesheets

Monitors that sponsor rights packages are fulfilled post-sales

Implements Discover Digital and Computaform advertising schedules in line with contractual obligations

Proofreads publications for sponsored / featured events

Conducts raceday checks one hour prior to start

Liaises with departments (TV, Broadcasting, IT, Tote Ops, Electrical, Maintenance, Cleaning, etc)

Facilitates cheque handovers, awards and ceremonial elements

Monitors customer care set-up and deployment

Escalates issues to appropriate departments

Performs other administrative tasks as required

Minimum Qualification and Education Requirements:

• National Diploma (NQF Level 6) in Events Management / Hospitality Marketing / Business Administration / related field
• 2 years’ experience in events coordination / raceday operations / hospitality or event administration 
• Experience in multi-departmental coordination, ensuring smooth operations for both small and large-scale events.

Knowledge and Skill Requirements:

• Health and safety standards and compliance requirements
• Project administration
• Financial administration
• Procurement
• Venue and logistics coordination
• Excellent written and verbal communication skills
• Attention to detail
• Problem solving Planning and organising
• Time management
• Intermediate proficiency in MS Office

Preferred / Advantageous Requirements:

Event management software will be advantageous

Behavioural Competencies:

•     Responsibility, Reliability, Responsiveness and Work Ethics

•     Professionalism, Communication and Interpersonal Skills

•     Teamwork and Collaboration

•     Internal and External Customer Focus

•     Learning and Development / Continuous Improvement