Event Coordinator

Job description

About Topco Media: Topco Media is a leading media and events company, dedicated to delivering innovative and memorable experiences. We specialize in creating high-quality events that make a lasting impact, both locally and internationally. Job summary: We are looking for a detail-oriented and proactive Event Coordinator to join our in-house events team. This role will support the Head of Events in planning and executing events, ensuring smooth operations, timely delivery, and seamless coordination with internal teams and external vendors. Key responsibilities: - Event planning support: Research and source suitable venues, catering, entertainment and event suppliers, ensuring they align with the event brief, budget and overall objectives.Support the development and management of detailed event timelines and project plans, ensuring key deliverables are completed  accurately and on schedule.Coordinate venue setup and event-day requirements, including seating arrangements, décor, staging, branding and technical specifications.Develop and manage detailed event floor plans, ensuring optimal layouts for seating, staging, exhibitor spaces, sponsor activations and guest flow, while adhering to event objectives and venue specifications.Liaise with sponsors and exhibitors to coordinate expo requirements, including artwork, branding, stand specifications and submission deadlines.Work closely with internal teams, suppliers, venues and stakeholders to ensure seamless event delivery from planning through to execution.Vendor and supplier coordination: Liaise with suppliers and service providers such as AV teams, transport, entertainers, and décor vendors.Ensure vendors deliver services according to plan and resolve any issues that arise before or during events.Maintain strong working relationships with external suppliers.Administrative and budget support: Assist in tracking event budgets and expenses to ensure adherence to financial plans.Help with event registration, approvals for event designs, and print collateral.Provide regular updates to the Head of Events on event progress, schedules, and milestones.Team coordination: Coordinate internal staff to ensure smooth execution of event programs.Support communication between Topco Media teams and PR or marketing agencies when required.Ensure all internal stakeholders are informed and aligned on event plans.Qualifications and experience: Degree in event management, hospitality, marketing, or related field.Minimum of 1–3 years of experience in event coordination, preferably in media, corporate, or high-profile events.Experience managing logistics, vendor communication, and event timelines.Strong organizational, communication, and problem-solving skills.Ability to work under pressure, prioritize tasks, and manage multiple events simultaneously.

Requirements

Degree Skills and competencies: Strong attention to detail and a proactive approach.Ability to work collaboratively with internal teams and external vendors.Proficiency with Microsoft Office Suite and event management software.Excellent interpersonal and communication skills.If you are passionate about events, highly organised, creative, and thrive in a fast-paced environment ,Topco Media wants you! If you’re ready to bring your energy, ideas, and event expertise to the team, we’d love to hear from you. �� Send your detailed CV to our Head of Events and Conferencing, Claire Garrett, at [[claire.garrett@topco.co.za]] Subject line: Event Coordinator Come be part of the team and help us create unforgettable events and experiences! Apply by email: az.oc.ocpot@tterrag.erialc