About the position
To collaborate between the events team and clients to provide technical support both prior to and during events/meetings to ensure efficient running of technical and facilities which leads to improvement of the Company reputation and an increase for the revenue stream.
REQUIREMENTS:
- Matric Certification (Must)
- Relevant Diploma/Degree
- 2-4 years relevant experience in facilities/ operations management
DUTIES:
Vendor Management
- Build relationships with vendors and adhere to any SLA conditions as well as incident management within the environment. Details of the incident and asset thereof are included in logged incident and provide assistance until temp or perm resolution is found. Ensure all SLA contracts for meeting rooms/equipment are renewed annually by following the Company processes.
Internal & External Clients
- Communicate effectively and back up with email to ensure there is no miscommunications as expectations are set.
Digital display/Wallboard Management
- Uploading of any marketing material for internal/external events as well as BAU activities through the content management platform. Active monitoring of the digital display environment, log any incidents internally as well as with vendor and follow until resolution is found. Schedule quarterly maintenance slots for the videowall and providing support to vendor for spare parts and the like. Retrieve reports post maintenance and plan accordingly for any replacement parts and the like.
Streaming/webinar
- Provide support and AV/network elements to chosen streaming company during event/s as well as conduct internal and external hybrid events/meetings when requested/briefed for. Management of elements such as online Q&A, microphones, virtual guests/presenters throughout the event to fulfil requirements set out in function sheet. Provide analytics such as attendance, registration, and Q&A reports as well as links to recordings.
AV recording & editing
- In some cases, recording of video as well as editing needed for Company marketing team as well as potential external clients.
Event/Guest WIFI management
- Manage event WIFI SSID & Passwords for specific event by logging with vendor, test and confirm functionality.
Project input/management
- Provide input into AV related technical projects, upgrades, initiatives as well as providing on-site assistance during installations as well as project management throughout the lifecycle where applicable.
Print Management
- Manage all printers including consumables. Make sure all machines are checked in the morning and afternoon and consumables are replenished, this will limit problems and complaints. Troubleshoot all concerns and log any issues should you not be able to fix the problem.
General
- Ensure that internal/external events run smoothly by ensuring requirements from agreed function sheet are finalized in order to ensure that expectations can be met.
- Ensure equipment is operational, tested and fully functional prior to the event; ensure that a dry run has been completed prior to the event to certify running order in conjunction with provided content.
- Deal with technical queries within area of responsibility during the event by as well as providing 1st level support to ensure that the event has minimal technical issues.
- Identify possible risks, such as power (loadshedding) and equipment shortages to ad hoc changes and establish a plan to take corrective action in the event of occurrence.
- Identify the problem in the event of a problem during an event and establish the most likely root cause(s) by troubleshooting and then taking the necessary action to resolve the identified concern.
- In the event of a technical issue during an event, establish workaround/s to ensure functionality of media and smooth running of event. Post event, investigate, establish root cause(s), report and take corrective action until resolution.
- Ensure new equipment, hired and/or replacement parts are delivered, if needed, setup and tested timeously in accordance with the contractual obligation set out in the Event Booking Form based on the client expectations.
- Provide internal audio-visual support to colleagues by reviewing emails and respond accordingly, review assigned incidents and requests through the internal management system, follow planned event procedures, attend events and troubleshoot as necessary.
- Deal with changes by following the change management process (doing a technical impact study, providing timelines for the change), by logging the proposed change, by representing the requested change to the advisory board and handling questions accordingly in the session in order to drive a certain change such as an enhancement or a repair.
- Make decisions regarding unforeseen problems by troubleshooting, consider the backup and various solutions, and consult with others according to the need presented by the problems in order to deal with problems quickly.
- Improve personal capability and professional growth in line with Company objectives by discussing development needs and proposed solutions with management.
- Be an effective team member encouraging teamwork and freely sharing knowledge.
- Visibly live the Company values contributing to the achievement of divisional objectives
- Manage self in terms of development, delivery, and act as a self-starter.
- Continually acquire new AV skills to keep up with the industry standards
Desired Skills:
- facilities technician
- facilities management
- AV Technician
- Events management
- IT Technician
