VIP Events and Gifting Coordinator

Blue Rhino Interactive Limited; Rosebank; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Blue Rhino Interactive Limited is seeking a proactive VIP Events & Giftings Coordinator to plan and coordinate VIP events, guest experiences and gifting initiatives that reflect our premium brand. You will manage invitations, guest lists, venues, catering, decor and entertainment while aligning with marketing and sponsorship teams.

The ideal candidate is highly organized, detail-oriented and capable of juggling multiple projects, coordinating internal teams and external suppliers, delivering a

Qualifications

• 5-7 years' experience in a similar coordination role.
• Excellent organizational and project coordination skills with strong attention to detail.
• Strong communication, interpersonal and stakeholder management skills.
• Creative, resourceful and solutions-driven approach to events and gifting.
• Strong supplier management skills and good commercial awareness.
• Proficient in Microsoft Office, particularly Excel, PowerPoint and Outlook.

Responsibilities

• Research, plan and coordinate VIP events, hospitality activations and special occasions.
• Manage event logistics, including invitations, guest lists, RSVPs, venues, catering, décor, branding and entertainment.
• Coordinate VIP guest, travel and access requirements, seating arrangements and event-day logistics.
• Assist with VIP hospitality at sporting and lifestyle events.
• Work closely with the Social-Media and Sponsorships teams to ensure alignment on event objectives and deliverables.

Skills

Event coordination

Project management

Stakeholder management

Budget management

Vendor management

Education

Marketing/Events qualification

Tools

MS Office

Job description

The VIP Events & Gifting Coordinator will be responsible for researching and coordinating VIP events, guest experiences and gifting initiatives, ensuring all activities are professionally planned, executed and aligned with the brand.

The ideal candidate is highly organized, detail-oriented and proactive, with the ability to manage multiple projects, coordinate internal teams and external suppliers, and deliver a premium VIP experience.

Key Responsibilities

VIP Events & Guest Experience

• Research, plan and coordinate VIP events, hospitality activations and special occasions.
• Manage event logistics, including invitations, guest lists, RSVPs, venues, catering, décor, branding and entertainment.
• Coordinate VIP guest, travel and access requirements, seating arrangements and event-day logistics.
• Assist with VIP hospitality at sporting and lifestyle events.
• Work closely with the Social-Media and Sponsorships teams to ensure alignment on event objectives and deliverables.

Gifting & Merchandise

• Research, source, order and coordinate the distribution of VIP gifts and branded merchandise.
• Develop gifting concepts and recommendations for different occasions, events and VIP audiences.
• Obtain and compare supplier quotes and ensure gifts meet brand and quality standards.
• Coordinate packaging, personalization and delivery, ensuring gifts reach the correct recipients on time.
• Maintain accurate gifting and merchandise inventory records.

Supplier & Budget Management

• Manage relationships with gifting, event and logistics suppliers.
• Request and compare quotes and coordinate purchase orders and invoices.
• Track event and gifting budgets and ensure costs remain within approved budgets.
• Identify and build relationships with suitable new suppliers where required.

Administration & Reporting

• Maintain accurate guest lists, gifting records, event trackers and checklists.
• Manage timelines, action lists and approvals to ensure all requirements are delivered on time.
• Maintain organized records of quotes, invoices and supplier documentation.
• Prepare post-event reports covering attendance, feedback, costs and key learnings where required.

Key Skills & Experience

• 5-7 years' experience in a similar coordination role.
• Excellent organizational and project coordination skills with strong attention to detail.
• Strong communication, interpersonal and stakeholder management skills.
• Creative, resourceful and solutions-driven approach to events and gifting.
• Strong supplier management skills and good commercial awareness.
• Proficient in Microsoft Office, particularly Excel, PowerPoint and Outlook.
• Experience in sports, entertainment, lifestyle or consumer brands is advantageous.
• Relevant qualification in Marketing, Events or a related field is beneficial.

Personal Attributes

• Highly organized, reliable and proactive.
• Professional and service-oriented, with a strong focus on VIP guest experience.
• Able to manage multiple priorities and deadlines in a fast-paced environment.
• Confident working independently while being a strong team player.
• Positive, creative and solutions focused.
• Flexible and willing to work occasional evenings, weekends and public holidays when required.