Events Coordinator

Techno Park, Stellenbosch. Our client in the aerospace industry, is seeking an Events Coordinator with at least 2 – 4 years of relevant experience in administrative, event coordination or project management roles to join their team in Stellenbosch.

The main purpose of this role is to grow our presence in the global space technology sector, we’re seeking a detail-oriented and proactive Events Coordinator to join our team and help us deliver exceptional event experiences. The Events Coordinator will be responsible for managing the logistical and administrative operations of all events the company participates in or hosts. This includes trade shows, exhibitions, industry collaborations, internal events, and hosted client functions. The ideal candidate will have strong administrative and light bookkeeping skills, excellent project coordination capabilities, and a flair for managing timelines and budgets—especially using tools like Excel and Google Sheets.

Requirements:

• Tertiary qualification in Business Administration, Events Management, Tourism, Project Management, or field that allows for good interpersonal skills and project management skills like Teaching or Psychology.
• Proven experience in event coordination, office administration, or project management.
• 2–4 years of relevant experience in administrative, event coordination or project management roles.
• South African citizenship or valid work permit

Preferred Experience:

• At least a year’s experience with basic bookkeeping and forecasting.
• Experience in leading or heading up projects.
• Working with suppliers, and travel agents.
• Working understanding of events managing and costing.
• Experience with travel logistics: booking accommodation, hiring cars and booking flights.
• Experience with visa applications.
• Experience working with multiple teams and concurrent tasks..

Technical and Personal Attributes

• High proficiency in Excel and Google Sheets (budgeting, timelines, task trackers).
• Basic understanding of bookkeeping and financial documentation processes.
• Ability to source key information quickly is essential.
• Ability to work independently while managing multiple deadlines and stakeholders.
• Ability to chase and manage vendors and suppliers are essential.
• Branding expertise: the ability to apply and evolve a corporate identity across multiple formats and applications
• Excellent communication and interpersonal skills, as well as professional telephone and email etiquette
• Flexibility and adaptability as plans need to be changed from time to time.
• Strong organizational and multitasking abilities with keen attention to detail.

Duties will include, but not limited to:

• Event Logistics & Coordination
  • Oversee logistical planning and execution for all trade show events, exhibitions, and hosted functions.
  • Secure attendance registrations, exhibition spaces, and booth placements at key industry events.
  • Coordinate vendor relations, travel bookings, venue arrangements, catering, and accommodation for team members.
  • Liaise with internal teams to ensure all deliverables (branding, merchandise, booth design, content) are completed on time and meet specification.
• Cross-Functional Collaboration
  • Work closely with the Marketing & Branding team on booth design, branded materials, press releases, and content creation.
  • Support Sales, Engineering, and Business Development with Visa applications and international travel preparations.
  • Communicate effectively with Accounts, Senior Management, and department leads to ensure budget compliance and approvals.
• Administrative & Financial Support
  • Maintain and update the travel and events expenses spreadsheet.
  • Track and submit local and international invoices, quotes, and purchase orders.
  • Liaise with the finance team regarding wire transfers, reimbursements, and online purchases.
  • Ensure all costs are tracked and aligned with approved event budgets.
• On-Site Event Support (as needed)
  • Coordinate setup, catering, décor, and staffing for in-house events (e.g., team building, partner collaborations, customer hosting).
  • Serve as point-of-contact during events to troubleshoot and ensure smooth execution.