Project Coordinator: Tourism Events at Wesgro

Reference Number: PCTE/06/24

The Western Cape is a leading regional economy. As the Project Coordinator: Tourism Events, you will be instrumental in assisting mainly the Cape Town and Western Cape Convention Bureau in fulfilling its mandate of growing the Business Events pipeline for Cape Town and the Western Cape. This will require a deep understanding of the role of a Convention Bureau within the tourism team of Wesgro as well as the promotional mandate of a province.

Purpose of the position:

This appointee will be responsible for coordinating and providing administrative support of project and promotional activities undertaken by the Cape Town and Western Cape Convention Bureau unit, in order to build the pipeline of business events for the province. Focused is placed on coordinating activities and services delivered by the bureau to its stakeholders such as site inspections, collateral and bid production coordination, sales and event activations and delegate boosting support. The appointee will also be requested from time to time to provide support to the Tourism unit in fulfilling its promotional mandate using events to attract tourism to the Western Cape.

Requirements:

• Minimum of three years’ administrative experience in an organisation within a tourism sales, marketing, or project management environment
• Sound understanding of the Convention Bureau environment with a niche focus on the business events industry locally (internationally an advantage)
• Valid Code B driver’s license
• A relevant certificate in office support, marketing, sales, event or tourism management (an advantage)
• Events or project coordination, travel services coordination and/or marketing experience is essential
• Experience in a professional environment engaging with stakeholders is essential
• An understanding or knowledge of the tourism industry with a specific focus on destination marketing or business events industry
• Experience in working with digital record keeping software (for example Simpleview)
• Understanding of tourism promotional and marketing activities

Key Competences:

A dynamic, computer literate, individual who possesses the ability to:

• Manage track correspondence/documentation in an accurate and professional manner
• Undertake impeccable follow-up procedures
• Maintain office procedures, filing systems, and an accurate database
• Engage stakeholders, network, and solve problems
• Prioritise work and display judgement
• Work in a team, as well as independently
• Pay impeccable attention to detail
• Work under pressure and meet deadlines 
• Work flexible hours

Duties:

Coordination of all convention services support delivered by the Convention Bureau to clients, throughout the bidding preparation phases (e.g. Support letters, content coordination and design sign-off etc)

• Ensure coordination of all components of site-inspections for prospective bidding clients
• Assist with lead development projects, delegate boosting activities and on-site support services as required
• Coordinating the unit’s data management and record keeping activities. Carry out accurate data entry and maintain records of all entries into the bureau’s e-filing register, updating these during the bidding phases and identification of obsolete records.
• Provide additional administrative duties as may be required by the bureau team from time to time, for example assisting with familiarisation trips, provision of content and collateral for promotion purposes and procurement administration
• Coordination and participation in the broader Wesgro Tourism unit’s own events marketing platforms, including trade and road shows as required and directed by the unit manager
• Provision of support, on request, to the events portfolio within the Tourism team in Wesgro, in fulfilling it mandate using events to attract tourism to the Westen Cape.
• Stay informed and updated on current tourism product offerings in the province
• Build and maintain strong relationships with key stakeholders relevant to the Wesgro tourism team, across both the business events and leisure tourism suppliers and clients
• Assist the team with the product offering in the creating suggested itineraries for site inspections and hosting.