Port Elizabeth: Events and Administration Coordinator

About the Role

The Events and Administration Coordinator will play a vital role in supporting the smooth execution of 4Racing events, ensuring seamless logistics management, branding, and administration processes. This is an excellent opportunity for a detail-oriented and organized individual to join our team.

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
• Orders, sources, and manages logos, branding, and all advertising materials 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
• Performs 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

Requirements

• National Diploma (NQF Level 6) in Events Management / Hospitality Marketing / Business Administration / related field
• 2 years of 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

Qualifications

• No qualifications mentioned.

Salary & Benefits

• No salary information provided.