Event Coordinator - Nyaniba Collective

Full Job Description - Read Carefully

Nyaniba Collective is a market space located at Osu and home for creative and budding products (food, fashion and beauty). 

Reports to: Managing Director

Job Summary

The Event Coordinator at Nyaniba Collective will be responsible for planning, organizing, and executing events for the hospitality firm, ensuring that each event meets the client's expectations and aligns with the company’s brand. This role requires exceptional organizational skills, a keen eye for detail, and the ability to manage multiple tasks under tight deadlines while maintaining high levels of customer satisfaction.

The Event Coordinator will work closely with clients, vendors, and internal teams to create memorable, seamless experiences that reflect the firm's commitment to excellence in hospitality.

Key Responsibilities

Event Planning and Management:

• Collaborate with clients to understand their event needs, objectives, and preferences.
• Develop detailed event plans, including timelines, budgets, venue selection, catering, décor, entertainment, and logistics.
• Coordinate with vendors (e.g., caterers, decorators, entertainers, transportation providers) to secure services for the event.
• Oversee the setup, execution, and breakdown of events, ensuring all components are in place and function smoothly.
• Act as the primary point of contact for clients throughout the planning and event execution process.

Client Relations:

• Build and maintain strong relationships with clients, ensuring their needs and expectations are understood and met.
• Provide exceptional customer service, offering creative ideas, solutions, and recommendations tailored to clients' visions and goals.
• Address client concerns promptly and professionally during events, ensuring a seamless experience.

Budget and Cost Management:

• Prepare and manage event budgets, ensuring all aspects of the event are covered within the financial constraints.
• Negotiate contracts with vendors, ensuring favorable terms for the firm and maintaining a balance between quality and cost-efficiency.
• Track expenses and provide regular updates to clients and management, adjusting as necessary to stay within budget.

Vendor and Supplier Coordination:

• Source and manage relationships with reliable vendors and suppliers, including catering services, audio-visual providers, transportation, and entertainment.
• Ensure vendors meet deadlines, provide quality services, and adhere to contracts.
• Oversee vendor setup and breakdown, ensuring compliance with the firm’s standards and event specifications.

Logistics and On-Site Management:

• Coordinate all logistical aspects of the event, including transportation, guest accommodations, and special requests.
• Manage on-site staff and volunteers, assigning tasks and ensuring that everything runs according to plan.
• Oversee event registration, guest list management, and guest services during the event.
• Ensure health and safety guidelines are followed, particularly when dealing with large gatherings or public events.

Event Evaluation and Reporting:

• Conduct post-event evaluations to assess the success of each event, identifying areas for improvement.
• Gather client feedback and prepare reports to present to management, highlighting successes and opportunities for future events.
• Track and analyze event performance metrics to improve future planning and execution.

Required Skills or Experience

Qualifications

• At least 3-4 years of experience in event planning, hospitality, or a related field, preferably with experience in a hospitality or venue-based environment.
• A degree in Hospitality Management, Event Planning, Public Relations, or a related field is preferred.
• Project Management: Strong ability to manage multiple projects and priorities simultaneously, with exceptional attention to detail.
• Communication: Excellent written and verbal communication skills, with the ability to interact effectively with clients, vendors, and team members.
• Technology Proficiency: Comfortable with event management software, Microsoft Office Suite, and other digital tools (e.g., social media, CRM systems).
• Excellent organizational skills, attention to detail, and the ability to handle confidential information with discretion

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