Event Coordinator Full Time NEW

Job Title: Event Coordinator

Department: Operations & Events

Reports To: Operations Manager

Employment Type: Full-time

Location: Cape Town (On-site & Field Logistics)

Job Purpose

The Event Coordinator is responsible for planning, organizing, and executing mobile wellness events and corporate screening clinics. This role oversees end-to-end event logistics, team deployment, venue prep, on-site execution, and post-event reporting to ensure clinical service delivery runs smoothly and professionally.

Key Responsibilities

Event Planning & Scheduling

Serve as the main operational liaison between corporate clients, venue managers, and internal health teams.
Schedule, track, and confirm mobile site deployments, ensuring clinical staff (nurses, tech) are assigned appropriately.
Conduct pre-event risk assessments and confirm spatial, power, and privacy layouts at host venues.
Logistics & Equipment Management

Coordinate with drivers and dispatch to ensure screening kits, medical equipment, consumable supplies, and branding assets arrive on-site on schedule.
Audit clinical and non-clinical supplies pre- and post-event to track inventory usage and prevent stock shortages.
Enforce strict check-in/check-out equipment verification procedures.
On-Site Execution & Quality Control

Oversee on-site setup, registration flow, participant queue management, and privacy screening bays.
Manage on-site staff attendance, enforce punctuality, resolve operational bottlenecks, and apply company penalty/conduct frameworks when necessary.
Act as the primary escalation point for client representatives on event day to ensure high service standards.
Post-Event Administration & Reporting

Reconcile completed participant consent forms, screening logs, and clinical sign-off sheets.
Verify field timesheets, travel claims, and driver logs for precise payroll processing.
Compile post-event debrief reports, track key event metrics (e.g., turnout, wait times), and log incident or penalty reports.
Key Performance Indicators (KPIs)

On-Time Execution: 100% on-time deployment of event teams, transport, and screening setups.
Logistical Precision: Zero missing inventory, clinical assets, or essential event documentation at site setups.
Client & Operational Audit: High client satisfaction scores and full compliance with event conduct, time tracking, and data handling standards.

Qualifications & Experience

Education: Grade 12 (Matric) required; Diploma/Degree in Event Management, Project Management, Healthcare Administration, or Logistics preferred.
Experience: 2–4 years of proven experience coordinating events, mobile operations, or field logistics (healthcare or wellness sector experience is a major plus).

Skills & Competencies:

Exceptional organisational and multi-tasking skills under tight deadlines.
Proven leadership ability to direct field teams and enforce operational protocol.
Strong communication skills with external corporate clients and internal medical staff.
Proficiency in MS Office (Excel, Outlook, Word) and logistics/scheduling software.
Valid South African Driver’s License (Code 8/EB) and willingness to travel locally to event sites.