Junior Events Coordinator

The Company: Beanstalk
Role Name: Junior Events Coordinator
Job Location: Cape Town
Reports To: Event Manager/Operations Manager
Department: Event Operations

Role summary:
We are seeking a highly organised and proactive Junior event Coordinator to work within a small agile team to assist across multiple departments of our events management agency. This individual will be responsible for ensuring the efficient setup, management, and operation of the events from site office management, coordinating with various teams, and maintaining essential office systems and supplies vendor booking, talent bookings, supplier bookings more. You will work closely with senior coordinators to ensure all aspects of the event run smoothly. Key responsibilities include coordinating logistics, managing vendor relationships, assisting in budgeting, and helping to create event materials. Strong organizational skills, attention to detail, and effective communication abilities are essential for success in this role. You will also be responsible for post-event evaluations and gathering feedback to improve future events.

Key Responsibilities:
1. Logistics Management: Assist in planning and coordinating all logistical aspects of events, including venue selection, catering, and transportation.

2. Vendor Coordination: Communicate and negotiate with vendors to secure services and supplies necessary for events.

3. Budget Tracking: Help maintain the event budget, monitor expenses, and ensure that all financial aspects are adhered to.

4. Event Promotion: Support marketing efforts for events through social media, email campaigns, and other promotional channels.

5. On-Site Support: Provide on-the-ground assistance during events to ensure everything runs smoothly and address any issues that arise.

6. Post-Event Evaluation: Gather feedback from attendees and stakeholders to assess the success of the event and identify areas for improvement.

7. Event Production Room Setup and Management:
- Set up and manage the event production office, ensuring all necessary equipment, materials, and systems are in place and functioning before and during the event.
- Ensure that the production office is well-organized, efficient, and properly equipped to support the crew and management team.

8. Accreditation Assistance:
- Assist with the accreditation process for event crew and client needs, ensuring all access passes, and credentials are prepared and distributed efficiently.
- Assist in ensuring accreditation boards are printed and distributed to security points.
- Track and manage food and beverage tokens for crew and client.

9. Petty Cash and Financial Tracking:
- Manage petty cash for the event, ensuring appropriate tracking, reconciliation, and reporting.
- Assist in maintaining financial records on-site, ensuring all transactions are documented accurately for budgeting and post-event reporting.

10. Crew Catering:
- Coordinate catering for event crew, ensuring timely and accurate delivery of meals, snacks, and beverages.
- Track dietary restrictions and preferences to accommodate the needs of crew members.
- Monitor inventory of catering supplies and manage any last-minute orders or adjustments.

11. Office Stock Management:
- Oversee the management and replenishment of office stock provided in the production box, including tools, stationery, printing supplies, and any other materials needed for event operations.
- Ensure the office space is stocked with necessary items and equipment for smooth event execution.

12. Radio Allocations and Tracking:
- Manage the distribution and tracking of radios for event staff.
- Ensure radios are properly allocated and functioning, and monitor their return at the conclusion of the event.

13. Management of Deliveries and Ad-hoc Orders:
- Coordinate and track deliveries to the event office, including shipments of supplies, equipment, and materials.
- Manage ad-hoc orders for event needs, ensuring that items are ordered, delivered, and distributed promptly.

14. People Management:
- Provide support to the event crew by assisting in resolving issues, managing requests, and ensuring their needs are met in a timely and professional manner.
- Lead or assist with the coordination of event office staff, ensuring that all tasks are assigned and completed efficiently.

15. Work Under Pressure:
- Maintain a calm, professional demeanour during high-pressure situations, especially during last-minute changes, urgent requests, or when issues arise on-site.
- Troubleshoot and resolve problems quickly, ensuring minimal disruption to event operations.

Requirements and Skills:
- Strong organisational and multitasking abilities.
- Excellent people management and interpersonal communication skills.
- Ability to work under pressure and maintain professionalism in fast-paced, stressful environments.
- Proficiency in Microsoft Office Suite (Excel, Word, etc.).

Personal Attributes:
- Detail-oriented and proactive.
- Strong problem-solving skills and resourcefulness.
- Ability to adapt quickly to changing circumstances and priorities.
- Strong work ethic and a “can-do” attitude.