About the position
Our Client is looking for a Conferencing Administrator to join their team
Location: Stellenbosch
Job Summary
The Conferencing Administrator oversees the end-to-end execution of corporate events and conferences. This role balances high-level administrative correspondence with hands-on coordination, ensuring every event is planned meticulously and hosted professionally from start to finish.
Key Responsibilities
Event Setup & Hosting
- Lead the physical setup of conference rooms, ensuring all layouts meet client specifications.
- Coordinate audio-visual requirements, equipment testing, and stationery placement.
- Act as the primary host and point of contact during live events to manage logistics and guest needs.
- Monitor catering schedules and break-out sessions to ensure seamless transitions
Administrative Duties
- Manage all conference-related correspondence, including inquiries, bookings, and confirmations.
- Prepare detailed quotes, contracts, and invoices for clients.
- Reconcile supplier accounts with payable records and resolve billing queries promptly.
- Capture all supplier invoices and assist with balance sheet reconciliations.
- Maintain accurate records of client logs, stocktake, and inventory for conferencing assets
Performance & Reporting
- Compare monthly regional performance to budget and prepare forecasts for P&L meetings.
- Assist the General Manager with the completion of the annual conferencing budget.
- Manage debtors and creditors, ensuring the timely collection of outstanding payments.
- Maintain the casual wage float and authorize/sign documentation for wage payments where applicable
Requirements
- Experience: Previous experience in conferencing administration, hospitality, or event coordination.
- Communication: Strong professional writing skills for client correspondence and excellent verbal communication for switchboard and guest management.
- Technical Skills: Ability to troubleshoot basic AV equipment and proficiency in office administration software.
- Attributes: Highly organized, detail-oriented, and capable of resolving queries promptly under pressure.
- The successful candidate will be required to step in and assist with other duties in other departments.
Desired Skills:
- Conferencing Administrator
- Operations Manager:
- Financial Administrator
