COORDINATOR: EVENTS: ZEITZ MOCAA 2017

Job Title: Coordinator: Events
Department: Operations
Duration: Permanent
Reporting to: Chief Operations Officer, Zeitz MOCAA
Start date: As soon as possible
Salary: R 204 000.00 full cost to company annually (R17 000.00) per month (Cost to company with all deductions, including Pay as You Earn, Unemployment Insurance Fund Contributions, health insurance, and any other government mandated deductions, withheld from this amount).

Background

Zeitz Museum of Contemporary Art Africa (Zeitz MOCAA) is a public not-for-profit museum dedicated to contemporary art from Africa and the world. It consists of nine floors and 80 different galleries, of which 6 500m2 is dedicated to white cube exhibition space, all housed in a unique re-imagining of what were once grain silos at the Cape Town V&A Waterfront.

Zeitz MOCAA will have a F&B operator running the restaurant on Level 6, this operator will exclusively provide F&B for all events in the museum. It is anticipated that clients will wish to rent the Museum space after hours for arrival drinks and canapes, followed by viewing of the art work and that the vast majority will then move into the Level 6 restaurant space for the main F&B part of their function. Coordinating this interaction between client, Museum and the F&B operator is the main function of this role.

Purpose of the job

The purpose of the Event Coordinator is to market, coordinate and execute events within the Zeitz Museum of Contemporary Art Africa space. In particular, there is a focus on coordinating between the internal café and event operator (which will execute all events in the Museum) and the Zeitz MOCAA team.
The role includes the development and maintenance of clients as well as building a client database. The candidate would need to host the function/event from point of enquiry and site inspection through to planning and execution of the event (in conjunction with the event operator) and end with post event administration.
Outstanding customer service and exceptional quality in execution of events and functions, both large and small would be expected at all times.

Key responsibilities:

1. Source, maintain and market to potential clients: tour operators, MICE market, corporates etc.
2. Host site inspections and educationals
3. Coordinate between the F&B operator, the client and Zeitz MOCAA.
4. Create the processes, procedures and administration that ensure events and functions remain within the appropriate boundaries as befitting the nature of a museum of contemporary art and the art works within it.
5. Manage all function equipment
6. Manage and complete all functions related administration e.g. billing, database etc.
7. Ensure all processes and procedures are in place and are maintained and adhered to with regards to safety, noise control, the safety of art works etc.
8. As events will be a revenue generation area for the museum, the candidate needs a strong focus not only on achieving income targets and managing expenditure, but focus on other revenue generating opportunities, within the events portfolio.
9. Ensure all relevant internal and external parties are up to date, informed and have a full understanding of the event/function– Marketing, Retail, PR, Institutional Advancement, Operations, Restaurant and Events Operator, Security, Facilities Management etc.,
10. Collaborate with the operational department and the curatorial department to ensure a safe event and all art objects are protected.
11. Gain a full understanding of requirements that the portfolio and the Zeitz MOCAA needs and proactively ensure that all work is performed at the required level expected by the Zeitz MOCAA.
12. Ensure all event/function documentation is complete and to standard, including: Event Management Plans, Status Documents, Contracts including Website and Social Media Content
13. Ensure compliance to the financial processes
14. Complete other tasks as necessary

Person specification

This role focuses on events and functions within the museum space. The event must be successfully delivered against plan and budget and client needs. Most events will include F&B from the on –site but out sourced food and beverage operator. Coordinating and ensuring a good relationship between Zeitz MOCAA and the Event Operator will be a major focus of the role. A further focus will be in the internal coordination between all departments of Zeitz MOCAA and the client, especially as many events will be after the museum closes to the public.

Financial Management is required, whereby competitive costs and efficiencies are achieved. There will be a focus on building ppositive, mutually respectful relationships within the broader business and with stakeholders, to achieve the institutional goals.

Required experience and skills:

1. Proven event/function experience, minimum 3 years.
2. Impressive portfolio of previously managed functions and events
3. Excellent time management and communication skills
4. Negotiation skills and ability to build productive business relationships
5. Ability to manage multiple projects independently
6. Able and willing to work nights and weekends when required
7. MS Office proficiency
8. Development, production and delivery of projects from proposal right up to delivery
9. Delivering events on time, within budget, that meet (and hopefully exceed) expectations
10. Setting, communicating and maintaining timelines and priorities on every project
11. Communicating, maintaining and developing client relationships
12. Managing supplier relationships
13. Managing operational and administrative functions to ensure specific projects are delivered efficiently
14. On site inspections and project managing functions
15. Being responsible for all project budgets from start to finish
16. Ensuring excellent customer service and quality delivery
17. Ability to communicate clearly and concisely and effectively both orally and in writing

Knowledge required for the job:

1. Knowledge of planning and coordinating services for a variety of trade, business, educational, non-profit, theatrical, entertainment, industrial events and programs
2. Knowledge of current crowd and public facility management
3. Knowledge of computer software including Windows, Outlook, Excel and Power Point
4. Knowledge of business practices and procedures
5. Knowledge of conflict management and crisis resolution techniques and methods
6. Knowledge of basic budget preparation procedures and techniques
7. Knowledge of marketing principles

Desirable:

• A passion for contemporary art or a desire to learn about contemporary art
• Flexible, adaptable, and calm when working under pressure;
• Team player;
• Positive, self-motivated
• Good attention to detail;
• Honest and dependable;
• Well-presented with good standards of personal hygiene;

Submit your CV and cover letter to info@ZeitzMOCAA.museum. Deadline for all applications: 23 March 2017