Duties & Responsibilities

Operational Delivery:

• Assist to co-ordinate events and meetings for the Huawei Office Park
• Assist in the co –ordination of the AV/ VC set up requirement for events and meetings, together with the Technical team
• Assist in the coordination of all services during events (set up, stationery, catering, beverages etc)
• Liaise with the catering company pertaining to events and meeting requirements
• Liaise with Huawei events team regarding events / meeting requirements
• Ensure all rooms set ups as required by the client meet clients specifications
• Ensure water bottles are refreshed regularly throughout the day and that clean glasses are available at all times
• Ensure that catering is booked on the system as and when required
• Ensure that rooms are cleared and tidied after each event or meeting
• Report over-flowing dustbins and cleaning issues to the cleaning team on duty in your area
• Report and hand in any lost property found in meeting rooms to security

Contractual Delivery:  

• Ensuring that the co-ordination of the final setting-up of areas in preparation for events services
• Ensure provision of table settings and decoration, the manner and cost of which is to be agreed by Huawei
• Ensure clearing of all food, crockery and cutlery and glassware etc., from the rooms at the end of the event and for ensuring rooms are left in a tidy manner, i.e. all food debris has been removed
• Ensure rooms to be cleared no later than two hours from the time of delivery, or on completion of the meeting; whichever is the earlier.
• Ensure that catering staff have used tableware, crockery, cutlery, etc. is collected subsequently at a time agreed with the recipient of the service
• Receive requests for the retrieval of furniture and coordinate the preparation, delivery and setup of items at the appropriate business location(s) or in support of all events

Customer Focus:

• Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value
• Interact with clients to provide and process information in response to inquiries, concerns and requests about products and services
• Keep up to date with business developments and strategic objectives within the environment
• Provide advice on general changes and compliance within the workplace management framework when required
• Work with processes and procedures in such a way that operational efficiencies and performance are enhanced
• Attend to and resolve all customer queries timeously or escalate when necessary
• Follow up and follow through on all escalated queries timeously
• Manage conflict
• Assist to ensure that events are planned at least 48 hours prior to the meeting
• Ensure issues raised have been managed and actions taken to prevent recurring issues

Reporting:

• Assist in the preparation of monthly reporting within set timeframes for distributing to the relevant parties.

Code of Conduct:

• Undertake such other responsibilities as directed by Management that will drive sustainability
• Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken
• Take responsibility for one’s own performance
• Promote TFS’s & Huawei’s image and corporate citizenry through deliberate and co-ordinated activities
• Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position
• Ensure TFS ethical values are adhered to

Qualifications

• Grade 12 (non-negotiable) plus….
• Tertiary Qualification- preferably in Marketing or Public Relations
• 3 years events experience
• Computer literacy- MS Office Suite
• Minimum 3 years’ experience coordinating events in a similar environment.