Job Description
Adherence to Service Level Agreements and Travel Policy
- Read, understand and adhere to all Service Level Agreements (SLA) and policies, including the travel and entertainment policy, ensuring a clear understanding of the MultiChoice Group governance and regulations.
Conferencing and Events
- Deliver on well planned and executed conferences and events, that build business relationships, generate rapport for the organisation and amplify brand awareness that meet business objectives
- Plan and manage virtual events
- Conceptualise the conferencing themes, prepare and manage timelines and coordinate all technical aspects
- Collaborate with the conferencing sponsor to develop the concept, present options, prepare and manage the budget and agree on location and activities
- Source, partner and manage various suppliers and venues to ensure a successful event while also finding ways to save costs on an ongoing basis
- Establish and maintain relationships with these suppliers and venues
- Facilitate, negotiate and present supplier contracts for approval and sign off
- Manage communication with delegates associated with the event
- Plan and manage travel arrangements for delegates attending the conference
- Take full responsibility for documentation preparation, including itinerary management
- On the ground management of conferences and events
- Review and plan for potential risk scenarios that could impact the integrity of the event and address challenges that arise
- Attend to customer requests and queries within the agreed SLA timeframes
- Remain within or below budget on costs
- Consolidate and prepare financial reports and ensure payments are processed on time -Responsible for total accuracy of all billing on events
- Prepare accurate and timely reports for sponsors, finance and tax, in line with compliance requirements
- Complete financial reconciliations within 8 weeks of event
- File and maintain post event information
- Maintain detailed knowledge of the events, complexities and needs of the stakeholders, attendees and suppliers
Bookings
- Ensure that travel is booked in line with MultiChoice Group’s (MCG) travel policy
- Ensure that back office entry requirements for processing of financial documentation is adhered to at all times
- Gather traveller information and ensure accurate execution of all travel arrangements including the issuing of travel documentation
- Ensure that customers are advised on all travel requirements for their bookings, i.e. passports, visas, health requirements, foreign exchange, travel insurance, car parking, care hire, accommodation, transfers, excursions and any other related services inclusive of Covid-19 restrictions or requirements
- Ensure that bookings are processed to the highest standard including pre-seating, meals and any other special requirements
- Ensure that amendments/changes are managed
- Ensure that changes on all updated travel bookings are communicated to the customers and delegates
Issue of Documentation
- Ensure that travel approval and governance processes are adhered to at all times
- Ensure that all necessary travel documentation is processed and distributed to the relevant parties to ensure a seamless experience
- Ensure that the conditions of travel are clearly communicated to attendees and sponsors
- Ensure that change requests are processed, revised travel documentation is issued and distributed to the customer
- Ensure that conditions of travel are clearly stated on the itinerary
- Accuracy of all documentation is of the highest priority
Finance Admin/Prepayments
- Ensure that customer purchase order/requisition documents are received and saved in line with SOPs
- Ensure that any pre-payment requests are communicated and actioned to ensure a seamless travel experience for the customer
Cancellations
- Ensure that all cancellations are processed in time to avoid any unnecessary cost to the organisation
- Ensure that refund requests are logged and processed for all air tickets
- Ensure that record is kept, progress on refunds is tracked and all refunds are processed back to the relevant cost centre
Other
- Remain flexible to the wider business needs of the Group by rendering assistance for ad hoc projects and duties as required
- Collaborate and work closely with the travel team, personal assistants from business, sponsors and leadership to ensure and the highest standard of service at all times
- Courteous and polite communication is essential at all times
Availability
Immediately
Salary
Market Related
Required Qualifications
Qualification:
Qualifications
- Formal Qualification (Certificate or Diploma) in Travel Industry and/or Meetings, Incentives, Conferencing and Events (MICE)
Experience
- Minimum of 8 years’ experience in executing Domestic, Africa and International Meetings, Incentive, Conferencing and Events (MICE)
- Global Distribution System experience to book and issue airline tickets
- Well versed in all areas of domestic, Africa and international travel, having an excellent understanding of:
- Travel industry knowledge
- Geography
- Destination and Product Knowledge
- Current affairs
- Experienced in Corel Draw or a similar product
- Well versed in all various areas of domestic, Africa and International travel requirements
- Experience in financial elements of conferencing and events, i.e. preparing and managing budgets, and performing financial reconciliations
Technical Competencies
- Computer literate in MS Windows and MS Office, Excel and PowerPoint
- Accuracy and attention to detail
- Competent written and verbal communication skills
- Excellent presentation skills
- Ability to multi-task, prioritise and work well under pressure
- Ability to understand company/departmental travel budgets
- Excellent time management, organizational, and follow-through skills.
- Ability to respond quickly and accurately to requests for information
- Meticulous attention to detail and solutions orientated
- Ability to be resourceful and proactive in dealing with issues that may arise
- Well-developed problem solving and negotiating skills
- Exceptional customer service delivery
- Able to travel whenever required
- Travel documentation must be valid at all times
Behavioural Competencies
- Flexibility and adaptive to change
- Strong relationship skills and ability to interact with senior executives
- Exercises discretion and awareness of confidentiality
- Service orientated
- Takes initiative
- Relationship building - develops rapport with staff and clients
- Able to operate in a team environment
- Takes the initiative to support team members and management
- Conflict Resolution
- Decision Making
- Coaching
- Critical Appraisal
- Holistic Thinking
- Show commitment, be flexible, reliable and responsible
- Persuading & Influence
- Able to work under extreme pressure
Location
Gauteng
Randburg
General Details
Purpose of the Position
- To facilitate, co-ordinate and manage all domestic, Africa and international conferencing and events for the Board, executive & senior leadership, VIP guests as well as any other divisions that require these services
- To offer and delight MultiChoice customers with superior world class conferencing and event services and to offer the best travel options and pricing aligned to the MultiChoice Group (MCG) travel policy and related governance processes
- To ensure that conferences and events are executed and managed, from start to end, in a seamless manner in order for travellers/delegates to receive the highest standard of service at all times
- To create long-term mutually beneficial relationships with all internal and external customers and suppliers, driving cost savings while still maintaining a superior conferencing experience
Application details
Sarah Fisher
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