Events Coordinator

Helderberg Personnel; Wes-Kaap; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Helderberg Personnel is seeking a proactive administrator with event coordination experience to manage logistics for trade shows, exhibitions and hosted functions in South Africa. The role requires coordinating with multiple teams, handling travel bookings, vendor relations and financial administration.

You will support cross-functional teams on visa applications, budgeting and deadlines, while ensuring professional communications with suppliers and partners.

Qualifications

• Tertiary qualification in Business Administration, Events Management, Tourism, Project Management, or related field.
• 2–4 years of relevant experience in administrative, event coordination or project management roles.
• South African citizenship or valid work permit.

Responsibilities

• Event Logistics & Coordination: Oversee logistical planning and execution for trade show events, exhibitions, and hosted functions.
• Cross-Functional Collaboration: Work with Marketing & Branding, Sales, Engineering and Business Development on visa applications and international travel preparations.
• Administrative & Financial Support: Maintain travel and events expenses spreadsheet; track local and international invoices, quotes, and purchase orders; liaise with finance on wire transfers and reimbursements.
• On-Site Event Support: Coordinate setup, catering, décor and staffing for in-house events; serve as point-of-contact during events to troubleshoot and ensure smooth execution.

Education

Tertiary qualification in Business Administration / Events Management / Tourism / Project Management / related field

Event coordination

Office administration

Project management

Job description

Requirements:

• Tertiary qualification in Business Administration, Events Management, Tourism, Project Management, or field that allows for good interpersonal skills and project management skills like Teaching or Psychology.
• Proven experience in event coordination, office administration, or project management.
• 2–4 years of relevant experience in administrative, event coordination or project management roles.
• South African citizenship or valid work permit

Preferred Experience:

• At least a year’s experience with basic bookkeeping and forecasting.
• Experience in leading or heading up projects.
• Working with suppliers, and travel agents.
• Working understanding of events managing and costing.
• Experience with travel logistics: booking accommodation, hiring cars and booking flights.
• Experience with visa applications.
• Experience working with multiple teams and concurrent tasks..

Technical and Personal Attributes

• High proficiency in Excel and Google Sheets (budgeting, timelines, task trackers).
• Basic understanding of bookkeeping and financial documentation processes.
• Ability to source key information quickly is essential.
• Ability to work independently while managing multiple deadlines and stakeholders.
• Ability to chase and manage vendors and suppliers are essential.
• Branding expertise: the ability to apply and evolve a corporate identity across multiple formats and applications
• Excellent communication and interpersonal skills, as well as professional telephone and email etiquette
• Flexibility and adaptability as plans need to be changed from time to time.
• Strong organizational and multitasking abilities with keen attention to detail.

Duties will include, but not limited to:

• Event Logistics & Coordination

  • Oversee logistical planning and execution for all trade show events, exhibitions, and hosted functions.
  • Secure attendance registrations, exhibition spaces, and booth placements at key industry events.
  • Coordinate vendor relations, travel bookings, venue arrangements, catering, and accommodation for team members.
  • Liaise with internal teams to ensure all deliverables (branding, merchandise, booth design, content) are completed on time and meet specification.

• Cross-Functional Collaboration

  • Work closely with the Marketing & Branding team on booth design, branded materials, press releases, and content creation.
  • Support Sales, Engineering, and Business Development with Visa applications and international travel preparations.
  • Communicate effectively with Accounts, Senior Management, and department leads to ensure budget compliance and approvals.

• Administrative & Financial Support

  • Maintain and update the travel and events expenses spreadsheet.
  • Track and submit local and international invoices, quotes, and purchase orders.
  • Liaise with the finance team regarding wire transfers, reimbursements, and online purchases.
  • Ensure all costs are tracked and aligned with approved event budgets.

• On-Site Event Support (as needed)

  • Coordinate setup, catering, décor, and staffing for in-house events (e.g., team building, partner collaborations, customer hosting).
  • Serve as point-of-contact during events to troubleshoot and ensure smooth execution.