Event Planning & Logistics Coordinator

Placements24; Bloemfontein; Hybrid; ZAR 180,000 - 300,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Overtime pay

Professional development

Collaborative team

Job summary

Placements24 is seeking an Event Planning & Logistics Coordinator in Bloemfontein, Free State to lead the successful execution of diverse events. The role requires meticulous attention to detail, strong organizational skills, and the ability to coordinate multiple moving parts from venue sourcing to post-event wrap-up.

You will manage vendor relationships, develop detailed run sheets, oversee on-site execution, and monitor budgets, ensuring events align with client objectives and deliver

Qualifications

• Minimum of 3 years of experience in event planning, logistics coordination, or a related field.
• Strong understanding of event management principles and best practices.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Proficiency in event management software and Microsoft Office Suite.
• Strong negotiation and communication skills, with the ability to build rapport with vendors and clients.
• Ability to work flexible hours, including evenings and weekends, as required by event schedules.

Responsibilities

• Coordinate all logistical aspects of events, including venue sourcing, contract negotiation, and setup/teardown arrangements.
• Manage relationships with vendors, caterers, A/V technicians, and other service providers, ensuring quality and adherence to budget.
• Develop detailed event timelines, run sheets, and floor plans, and ensure all stakeholders adhere to them.
• Oversee on-site event execution, troubleshooting issues as they arise and ensuring a seamless experience for attendees.
• Manage event budgets, track expenses, and process invoices in a timely manner.
• Conduct post-event evaluations, gathering feedback and compiling reports to identify successes and areas for improvement.

Skills

Vendor relations

Timeline management

Multitasking

Negotiation

Communication

Event planning

Tools

Microsoft Office

Event management software

Job description

About the Role

Our client is seeking a meticulous and proactive Event Planning & Logistics Coordinator to manage the successful execution of various events for their organization in Bloemfontein, Free State . This role requires a sharp focus on detail, excellent organizational skills, and the ability to coordinate multiple moving parts to ensure events run smoothly and efficiently. You will be responsible for everything from venue selection and vendor management to on-site execution and post-event wrap-up, contributing to impactful and memorable events that meet client objectives.

Key Responsibilities

• Coordinate all logistical aspects of events, including venue sourcing, contract negotiation, and setup/teardown arrangements.
• Manage relationships with vendors, caterers, A/V technicians, and other service providers, ensuring quality and adherence to budget.
• Develop detailed event timelines, run sheets, and floor plans, and ensure all stakeholders adhere to them.
• Oversee on-site event execution, troubleshooting issues as they arise and ensuring a seamless experience for attendees.
• Manage event budgets, track expenses, and process invoices in a timely manner.
• Conduct post-event evaluations, gathering feedback and compiling reports to identify successes and areas for improvement.

Requirements

• Minimum of 3 years of experience in event planning, logistics coordination, or a related field.
• Strong understanding of event management principles and best practices.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Proficiency in event management software and Microsoft Office Suite.
• Strong negotiation and communication skills, with the ability to build rapport with vendors and clients.
• Ability to work flexible hours, including evenings and weekends, as required by event schedules.

Benefits

• Competitive annual salary and opportunities for overtime pay.
• Comprehensive health and wellness benefits package.
• Generous paid time off and holiday leave.
• Exposure to a wide range of exciting events and professional development opportunities.
• A collaborative team environment that values efficiency and creativity.