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Events Coordinator Job in Kenya

ClassiQue Concepts Ltd is a full service company that handles Executive Meetings and Events, Training and Safari Travel. 

We are currently looking for an Event Coordinator to join our team.

Reporting to the Chief Executive Officer, the Events Co-coordinator will exceed our clients’ expectations in planning and executing each event while ensuring the best return value for the company. 

The position is accountable for booking business and for converting potential key prospects. 

Incumbents are seasoned sales professionals.

Objectives / Accountabilities
  • Book business; consider the type of business, and objectives of the company. Identify key prospects based on company goals and achieve specific conversion goals.
  • Upon confirming, coordinate and follow up with client, and other partners, to ensure delivery of company promised services.
  • Conduct site inspections & manage all bookings for Events
  • Researching markets to identify opportunities for events;
  • Liaising with clients to ascertain their precise event requirements;
  • Producing detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets);
  • Agreeing to and managing a budget;
  • Securing and booking a suitable venue or location;
  • Ensuring insurance, legal, health and safety obligations are adhered to;
  • Coordinating venue management, caterers, stand designers, contractors and equipment hire;
  • Identifying and securing speakers or special guests;
  • Planning room layouts and the entertainment programme, scheduling workshops and Training;
  • Selling sponsorship/stand/exhibition space to potential exhibitors/partners; 
  • Preparing delegate packs and papers;liaising with marketing and PR colleagues to promote events;
  • Liaising with clients and designers to create a brand for events and organizing the production of tickets, posters, catalogues and sales brochures;
  • Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly;
  • Overseeing the dismantling and removal of the event and clearing the venue efficiently;
  • Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).
  • Network with professional industry groups that will benefit future business
  • Develop & nurture relationships with key contacts in the corporate world.
  • Maximize all revenue opportunities related to Conference Services.
  • Conduct site inspections and secure future business
  • Follow up on internal/external leads.
  • Be self directed in administrative duties
  • Establish business data base & follow up on all inquiries
  • Collect market and competitive intelligence - adjust strategy as required 
  • Handle all related and required transactions with the advertising agency and the media house.
  • Handle all enquires/action needed related to marketing & advertising
  • Service groups in all room arrangements, i.e. rooming lists, VIP’s, upgrades, monitor cut off dates, limo requests, enforce contracts, monitor complimentary allotmen
  • Develop and foster a working relationship with the entire Team at ClassiQue Concepts.
  • Staying current with trends, client needs and customer service
  • Assist in preparing the departmental monthly forecast and annual budget.
  • Assist in ensuring the departmental operational budget is adhered to and that all costs are controlled.
  • Ensure appropriate charges for all services rendered.
  • Attend pre-/ post conference meetings with the relevant departments involved.
Preferred Knowledge / Qualifications
  • Minimum of 3 years, Event management and Coordination position with a strong knowledge of conference/ event planning
  • Proven ability to plan and organize events effectively with an acute sense of detail
  • Professional presentation, excellent communication skills and the ability to close a sale.
  • Professional and positive with a proven ability to develop and lead in a team environment
  • Excellent communication and interpersonal skills
  • Must be able to work independently and maintain a positive attitude within a very busy environment.
  • Well groomed, Energetic, enthusiastic, flexible to change and self-motivated.
  • Must demonstrate ClassiQue Concept’s Brand Standards in all interactions.
  • Full proficiency in all office procedures and clerical duties
  • Computer literacy Requirements: Intermediate/advanced computer literacy is mandatory with knowledge of Windows 2000/XP (Excel, PowerPoint and Word)
  • Familiar in Accounting procedures is an advantage
  • Experience in convention services environment is an asset
  • Must be a strong team player, professional, pro-active, self-sufficient, detail oriented and enthusiastic with excellent organizational skills.
  • Able to cope in a fast-paced environment
  • Must be flexible on time to meet deadlines
  • Must be able to travel outside Nairobi
  • Must be able to work under extreme pressure and under less supervision
  • Must be able to handle high level of confidentiality
  • Very good communication skills both oral and written
Remuneration: Competitive basic salary & Bonus

How to apply: Send your applications to

The deadline for submitting applications is Friday 16th May 2012 at 4.00pm.

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