Description

Role: Event Administrator

Location: Workshop17 Newlands Cricket Ground

Remuneration: R10,000.00 - R12,000.00 Basic Salary

Benefits: Medical aid and Provident fund

Job brief

The Event Administrator is responsible for the end-to-end planning, coordination, and administrative management of events. This role serves as the primary point of contact for clients from initial enquiry through to final confirmation, ensuring a seamless and professional planning experience.

A key focus of the role is to develop a deep understanding of each client’s vision and objectives, translating these into well-structured, detailed event plans that enable the delivery of successful and memorable experiences.

The Event Administrator manages all event logistics, documentation, client communication, and commercial processes (including quoting, contracts, invoicing, and payments), and will hand over fully planned and confirmed events to the Hospitality Coordinator for on-site execution. The role also contributes to business growth by identifying and pursuing new opportunities to expand the client base and network.

In addition, they will support the Location Manager and on-site team with community-related initiatives.

General Scope of Work 

Client Liaison & Relationship Management

• Act as the primary contact for all event enquiries and bookings.
• Engage with clients to develop a clear understanding of their vision, objectives, and expectations.
• Translate client needs into actionable and detailed event plans.
• Provide tailored proposals, quotes, and event solutions.
• Build and maintain strong client relationships to encourage repeat business and referrals.

Event Planning & Coordination

• Plan and coordinate all event requirements from receiving the request through to final confirmation.
• Create clear, detailed, and easy-to-follow event briefs that support seamless collaboration across teams.
• Ensure all event elements, logistics, and requirements are confirmed in advance.
• Align event plans with client expectations to ensure a successful and memorable experience.

Administration, Contracts & Financial Management

• Prepare and manage all event documentation, including quotes, contracts, and invoices.
• Ensure all bookings are accurately captured and updated in relevant systems.
• Manage the full financial process: issuing invoices, tracking payments, event margin and following up on outstanding amounts.
• Ensure all contractual agreements are completed and compliant prior to event confirmation.
• Maintain accurate and organised records of all client interactions and event details.

Handover

• Compile comprehensive and structured event handovers for the Hospitality Coordinator.
• Clearly communicate all event details, client expectations, and special requirements.
• Ensure handovers are complete, accurate, and delivered within required timelines.
• Provide support and clarification to the operations team post-handover if needed.

Business Development

• Identify and pursue opportunities to grow the events pipeline and expand the client base.
• Build relationships with new and existing clients, partners, and stakeholders.
• Contribute to increasing event bookings and overall revenue through proactive engagement.

Systems & Process Management

• Maintain accurate data within booking, CRM, and financial systems.
• Ensure consistency and compliance with internal processes and standards.
• Continuously seek ways to improve efficiency in event administration and coordination processes. 

Ideal Qualifications/Experience

Education: 

• NQF4.
• Relevant tertiary qualification in Event Management, Hospitality Management, Marketing, Business Administration, or a related field.

Experience:

• 2–4 years’ experience in an event coordination, event administration, or hospitality/events role.
• Proven experience in managing event administration, including quotes, contracts, invoicing, and client communication.
• Experience liaising directly with clients and managing multiple events simultaneously.
• Exposure to working with CRM systems, booking platforms, or event management tools.
• Experience in a co-working, hospitality, or events-driven environment (advantageous).

Skills and Competencies:

• Strong organisational and planning skills with close attention to detail.
• Excellent verbal and written communication and client engagement abilities.
• Commercial awareness and ability to manage financial processes (quotes, invoicing, payments).
• Ability to translate client needs into clear, actionable plans.
• Proactive and solutions-driven mindset.
• Strong time management, managing multiple requests, and the ability to meet deadlines under pressure.
• High level of accountability and ownership.