Meeting & Events Coordinator at Upbeat Recreation Centre

Upbeat is a world class and fun sports and fitness recreation centre in Africa for the benefit for all in the community. We are vibrant, encouraging, team-oriented, wholesome and strong with positive attitudes we are babies, school children, young adults, thrill seekers, parents, and grandparents. Every day, we deliver a unique experience through our Facility, our people and our products to make UPBEAT your number one destination for fun and fitness. We provide excellent quality service in a safe environment. We are energetic, we are fun, innovative, and fit! We touch the lives of everyone as we challenge you to be inspired, be different and be motivated. We challenge you to Up your Fun, Up your Fitness.

We are recruiting to fill the position below:

Job Title: Meeting & Events Coordinator

Location: Lekki, Lagos
Employment Type: Full-time

Job Summary

• Responsible for coordinating and organizing memorable events while providing outstanding customer service that meets and exceeds customers’ expectations.

Duties & Responsibilities

• Work with the Front Desk Team/Booking agents to resolve all customer complaints or issues bothering on space conflicts, cancellations, bespoke customer request outside of existing service offerings and other M&E related customer concerns.
• Work with client to understanding requirements for each event; ensure that the client’s specifications and request is taken into consideration when confirming and securing their bookings.
• Communicate and Coordinate with various Departmental heads and Team Leads to ensure seamless events experience with guests. All function sheets must be updated with the correct and relevant information; distributed function across departments/notice boards.
• Plan event with attention to financial and time constraints; ensure cost optimisation for each event.
• Organize event logistics such as decor, catering, entertainment, power, location, invitee list, special guests, equipment etc.
• Work with the party host to ensure that all party requirements (socks,tags,…etc) are provided to guests in a timely and organized manner.
• Arranging Sales calls and site inspection visits/tour with potential customers.
• Maintaining a working relationship with vendors and venues.
• Understanding the complex needs of different events, and diverse clients.
• Planning event aspects, such as venue, seating, dining, and guest list.
• Coordinating event entertainment, including music, performers, and guest speakers.
• Issuing invoices and collecting payments in a timely manner, and creating comprehensive and readable financial reports.
• Managing and overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors, and managing take-down.
• Communicating with marketing team to create effective advertisements for each event.
• Anticipating and planning for possible different scenarios.
• Creating sales opportunities for future events during client liaisons and during events.
• Build customer loyalty and retention by developing various schemes i.e. Birthday or Special occasions shout outs e.t.c.
• Daily update of M&E Logbook accordingly.
• Work with the Marketing and Sales team to promote and publicize events.
• Prepare daily status report as required.

Competency & Skills Requirements

• Candidates should possess a B.Sc Degree with 4 - 6 years relevant work experience.
• Outstanding Communication and & Presentation skills.
• Well-organized with multi-tasking skills
• Excellent Vendor Management and Negotiation skills
• Intermediate Numerate and Problem-solving skills
• Proficiency in MS Office
• A passion for excellence.

Person Specification:

• Good grooming at all times.
• Able to handle stress and remain calm
• Result oriented with high degree of accuracy and attention to details.
• Must be very sociable and have a high energy level and positive attitude.
• High degree of independence with objectivity and assertiveness.
• Approachable with good interpersonal skills and the ability to effectively interact with clients across all levels.
• Commitment to innovation; eagerness to share ideas on how to improve services provided and event quality.

Application Closing Date
7th March, 2023.

Method of Application
Interested and qualified candidates should send their Applications / CV to: [email protected] using the Job Title as the subject of the mail.