Events Co-Ordinator

SUMMARY

Responsible for driving sales and developing the Events and Group Play segments. Lead the team in achieving operational goals while providing comprehensive support to clients for all event and group play needs. Additionally, assist the Club Manager in hosting and facilitating Padel activities.

MINIMUM REQUIREMENTS

QUALIFICATION: Grade 12

2 to 3 years in similar industry experience

Competencies

COMMUNICATION:
Verbal Communication

Comprehension

COGNITION/THINKING:
Analysis/Reasoning

Problem Solving

Decision making & judgement

PERSONAL EFFECTIVENESS:
Self-Management

Stress Tolerance

Attention to detail

INTERACTION WITH OTHERS:
Lead by example

Teamwork

MANAGEMENT QUALTIES: Business Alignment

Leadership skills

DUTIES AND RESPONSIBILITIES

Product Knowledge

• Superior knowledge of all operational assets, venues and details to ensure thorough sales and planning of events
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Ensure superior knowledge of all policies and procedures as below (but not limited to)
  • Event and group contracts
  • Booking terms & conditions
  • Commission terms & conditions
  • Special offer terms
  • Quotation, invoicing and payment procedures
• Keep up to date with latest trends

Event Coordination

• Knowledge of Events Management standard procedures and practices
• The events department is responsible for the coordination of
  • All event and group bookings
• Assisting with product development
• Updating and development of menu’s, imagery, packages, preferred suppliers and client database
• Weekly reporting to Club Manager
• Ensure all enquiries are responded to speedily, efficiently, correctly and in a professional manner
• Ensure maximum occupancy of venues and sales
• Being the first point of contact for the client
  • All client correspondence
  • Drawing up function sheets
  • On the day coordination
• Ensure all coordination, billing and event procedures are adhered to according to company procedures and policies
• Ensure all client requirements are met
• Ensuring guest satisfaction at all times
• Knowledge of exceptional client service and the ability to perform accordingly
• Ability to meet quality standards and ability to evaluate customer satisfaction

Operations

• Assist in managing the relationships with key external suppliers
• Develop close working relationships with key functions and internal suppliers
• Stock control of operational and par levels
• Ensure proper stock controls or maintained
• Monthly stock takes of all Operational Equipment
• Meticulous coordination of all details of events to clients’ satisfaction
• Investigate and resolve complaints
• Maintain the agreed upon Aesthetics Manual and implement accordingly
• Be familiar with regular customers and walk-in cliental
• Training and testing of staff

Host Management Services

• Understanding the court booking schedule for the day
• Welcoming of guests to the club, briefing them on court/club rules and guiding them to their court
• Proactively assist customers of the club based on their needs.
• Manage court bookings and ensure customer times are not over extended
• Assist customers with ball collections in and around the courts
• Assist with ad-hoc Padel Play with customers in event of player shortage or to drive court engagement
• Introduction of Padel and NSP Whats App Community Group
• Introduction of Padel rules and how to play the game
• Assisting with photo content creation for marketing purposes
• Ensuring all serviced court bookings are fully paid
• Assist with customer queries on site and on the club phone

Court Maintenance and Cleaning

• Daily cleaning of the court glass during times of no customer bookings
• Daily sweeping of the court turf to ensure gradual sand distribution
• Ensure netting tension is aligned with prescribed tension standards

Facility Maintenance and Cleaning

• Ensure that the padel club is clean and neat to host customers and spectators
• Ensure that bins at the padel club are emptied and relined with bin liners
• Ensure that furniture is in safe working condition, cleaned and packed into the required position
• You will be expected to always be available telephonically and always have access to read and respond to your emails.

Financial

• Ensure costs are kept to a minimum (whilst providing a satisfactory product)
• Awareness of all costs related to an event
• Ensure staff costs are accurate
• Review financial transactions to ensure that expenditures are authorized and budgeted
• Ensure all accounts are charged and followed up accordingly

REVIEW CRITERIA:

• Industry knowledge
• General knowledge to complete duties
• Communication to staff
• Communication to Management
• Appearance
• General state of the property
• Knowledge and care of materials and equipment
• Effective usage of materials
• Attendance
• Willingness to work overtime
• Client feedback
• Budgets reached

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