Community and Event Coordinator

Location: Workshop17 Newlands Cricket Ground

Benefits: Medical Aid & Provident Fund

Job brief

As the ambassador of Workshop17 Newlands Cricket Ground, you’ll be the main point of contact for members, event clients and guests alike. You will be responsible for giving our clients a “wow” experience, making them feel a part of the community, and wanting to return to host their next event.

Managing the planning, organising, and execution of events will be your primary function. You should have strong communication, and problem-solving skills to ensure that the functions are running smoothly and meet the client's objectives.

The Coordinator should have the ability to wear many hats, and a friendly smile while supporting the team to plan, manage and deliver five-star service to our members. If you consider yourself to be a customer service superstar with a can-do-it-all-attitude, and top-notch work ethic, and have the ability to anticipate members' and guests' needs before they do - you have found the right place!

Team player, tick that box - you will be working hand-in-hand with the Location Manager and team. Calm, and focused on the bigger picture is what we are after, and of course, creating the ultimate perfect day for Workshop17 NCG members and clients.

Why work for us?

Besides being the best co-working place to work in Africa, we’re a dynamic and passionate team that works smart, in an energetic fast-paced culture of service, responsibility and creative problem-solving. Goal-orientated? Ambitious? We’re all about upskilling, learning and self-improvement. If you are a straight-talking, multi-tasking individual that’s all about customer service and can effortlessly handle heavy workloads and everyday glitches, we want you to be part of our growing team at Workshop17.

Working at Workshop17

Ready to join Africa’s #1 co-working space? Where individuals, teams and companies choose to work, meet and event. Our unique locations in Johannesburg, Cape Town, Paarl, Durban and Mauritius offer our members a fully serviced flexible high-tech, co-working space, providing a platform for innovation, community, learning and culture.

Required Skills & Characteristics

  • Energetic, friendly and ambitious professional.

  • Ability to deliver exceptional services despite heavy workloads.

  • Proactive, passionate and reliable problem-solver who thrives on providing exceptional customer experiences.

  • Collaborator and team player.

  • Meticulous

  • Integrity and professionalism.

Other Perks

  • Company on-boarding and support.

  • Fantastic team dynamic.

  • Access to the latest, greatest tech.

  • Network with some of the biggest and brightest brains in SA.

General scope of work

Events Management

  • Managing meeting and boardroom bookings, internally and externally.

  • Ensuring finance processes are followed—quoting, invoicing, managing budgets and assisting with location debtors.

  • Planning:

    1. Discuss event goals and expectations with clients.

    2. Develop detailed event proposals and budgets.

    3. Follow the pre-event process.

  • Coordination:

    1. Negotiate contracts with vendors and suppliers.

    2. Manage logistics, including catering, equipment, building access, etc.

    3. Parking arrangements

  • Execution:

    1. Supervise event setup and breakdown.

    2. Troubleshoot issues in real time during the event.

    3. Ensure smooth coordination among staff and vendors.

  • Post-Event:

    1. Conduct debriefing meetings/check-ins with clients.

    2. Evaluate event success through feedback and reports.

    3. Manage post-event cleanup, breakdown, and breakages.

Client satisfaction

  • Ensure 5-star service to all clients/members at all times. Provide services, assistance, and solutions that often exceed clients’ expectations.

  • Timely and professional response to all requests, community and events.

Team player/support

  • General support to the location team and assisting all departments when necessary.

  • Being the point of contact and stand-in for the Location Manager during time off.

Ideal Qualifications/Experience

  • Essential Skills:

    1. Organisational Skills: To manage multiple tasks and timelines effectively.

    2. Communication Skills: For clear interaction with clients, teams, and vendors.

    3. Creativity: To design unique and memorable event experiences.

    4. Problem-Solving: To handle unexpected issues under pressure.

    5. Budget Management: To allocate resources effectively and avoid overspending.

    6. Minimum NQF5; Eventing qualification

    7. 3 - 5 Years of experience in eventing management and customer-facing operations.

    8. IT/computer literacy, and knowledge or experience using G-Suite.

Community Management

  • Assist the team with the following, yet not limited tasks:

    1. Walkthroughs

    2. Space checks

    3. Reception duties

    4. Parking requests

    5. Credit card sheet

    6. Use of the my.w17 community platform

    7. Managing and escalating member queries.

    8. Member/community engagement.

Space & building facilities and maintenance

  • Regular maintenance walkthroughs.

  • Facilities Management, which includes but is not limited to:

  • Space cleanliness and setup

  • Managing cleaning duties

  • Logging maintenance on our support platform.

Business development (sales) and member experience

  • Collect insightful client information and organisation information, and input into CRM/myW17 Platform daily.

  • Referrals cross-locations (meeting rooms and workspace).

  • Lead generation and placed on CRM.

Workshop17 invites all interested persons to submit their applications to cv@workshop17.co.za.

Should you not be contacted within 2 weeks of applying, you have not been shortlisted.