Travelinfo

Overview of position
Registration

Create and send out teasers using the conference management software to the potential delegates and related institutions to inform them about the conference coming up.
Create electronic registration forms using the conference management software
Create the registration marketing database for the conference.
Create and design the financial documents, with the conference logo i.e. the invoice, proforma invoice, receipt and statement using the conference management software
Create and design the dynamic documents to be sent to delegates i.e. online registration confirmation letter, Invoice cover letter, online credit card payment cover letter, Receipt cover letter, Payment reminder, Delegate Confirmation letter, Cancellation letter and Registration Rate Conversion letter.
Testing of all the online facilities (with the Project Manager) in order to make sure that such facilities are operating properly i.e. online registration link and the banking payment link
Telemarketing – targeting and phoning of potential delegates and institutes from sectors related to the conference.
Debt collection and order number administration and oversight

Accommodation & Transfers

Contact hotels surrounding the conference venue and check availability during the conference period.
Send accommodation requirement proposals to hotels for their consideration and quoting the rates for the conference
If necessary, negotiate the offered accommodation rates for better/lower rates
Once rates have been agreed, create/amend contracts and send to the accommodation supplier; or ask for contracts from them
Proof-reading of contracts with attention to detail and taking note of important aspects from hotels before sending to the manager
Forward contracts to the manager for checking and approval
Attending to queries regarding the accommodation bookings

Responding to queries

Need to constantly respond to all email and telephonic queries regarding both accommodation and registration.

To start 07 January 2018

To be discussed at interview

Qualification:
Skills required

Working in conjunction, collaboratively and with a positive approach within the overall team structure
Managing and complying with the project and team timelines efficiently to ensure a successful outcome. Strong time management skills essential.
Clear, respectful and effective communication between other team members both verbal and written. Good written language, grammar and spelling essential.
Raise challenges or concerns timeously in order to avoid problems and suggest solutions within the team framework.
Professional work ethic and approach is expected at all times.
Client relationship building and lead generation.
Ability to work independently taking accountability for part of a project component and engaging with other team members as is necessary.
Ability to travel and attend conferences, client meetings, planning meetings as required.
Advanced Excel, Word, PowerPoint experience essential to understand and work with the conference management software.
Strong organisational skills with the ability to understand the objective and outcome needed for each project and the role that this position plays in achieving that within the team.
Strong administrative skills and secretarial ability
Multitasking and the ability to understand priorities and timelines
The ability to communicate well with people at all levels.

Kwazulu Natal

Durban

Employment information

Offices currently based in Morningside Durban at which the position will be based
Standard Working hours:

Monday – Friday : 07h45 – 16h15 //
Saturday : 08h00-12h00 as required only

Conference Working hours dependant on the conference dates and advance set up requirements.
Attendance and participation at functions that are related to the conference as may be required form part of the employment agreement and the scope of work for this type of position

Timeframe of appointment

Nina Freysen-Pretorius

The Conference Company (Pty) Ltd