Conferencing Administrator

About the position Our Client is looking for a Conferencing Administrator to join their team Location: Stellenbosch Job Summary The Conferencing Administrator oversees the end-to-end execution of corporate events and conferences. This role balances high-level administrative correspondence with hands-on coordination, ensuring every event is planned meticulously and hosted professionally from start to finish. Key Responsibilities Event Setup & Hosting Lead the physical setup of conference rooms, ensuring all layouts meet client specifications. Coordinate audio-visual requirements, equipment testing, and stationery placement. Act as the primary host and point of contact during live events to manage logistics and guest needs. Monitor catering schedules and break-out sessions to ensure seamless transitions Administrative Duties Manage all conference-related correspondence, including inquiries, bookings, and confirmations. Prepare detailed quotes, contracts, and invoices for clients. Reconcile supplier accounts with payable records and resolve billing queries promptly. Capture all supplier invoices and assist with balance sheet reconciliations. Maintain accurate records of client logs, stocktake, and inventory for conferencing assets Performance & Reporting Compare monthly regional performance to budget and prepare forecasts for P&L meetings. Assist the General Manager with the completion of the annual conferencing budget. Manage debtors and creditors, ensuring the timely collection of outstanding payments. Maintain the casual wage float and authorize/sign documentation for wage payments where applicable Requirements Experience: Previous experience in conferencing administration, hospitality, or event coordination. Communication: Strong professional writing skills for client correspondence and excellent verbal communication for switchboard and guest management. Technical Skills: Ability to troubleshoot basic AV equipment and proficiency in office administration software. Attributes: Highly organized, detail-oriented, and capable of resolving queries promptly under pressure. The successful candidate will be required to step in and assist with other duties in other departments. Desired Skills: Conferencing Administrator Operations Manager: Financial Administrator