Overview
Events and Administration Coordinator Jobs in Port Elizabeth, Eastern Cape, South Africa at ExecutivePlacements.com
Title: Events and Administration Coordinator
Company: ExecutivePlacements.com
Location: Port Elizabeth, Eastern Cape, South Africa
Recruiter:
4Racing
Job Ref:
4R/EAC/160426
Date posted:
Thursday, April 16, 2026
Location:
Port Elizabeth, South Africa
Salary:
Market Related
SUMMARY:
A dynamic Events Coordinator is required in the Fairview area. The role involves coordinating and executing all logistical and administrative aspects of 4Racing events.
POSITION INFO:
KEY PERFORMANCE AREAS:
Event Planning and Coordination
Logistics Management
Branding, Signage and Sponsorship Fulfilment
Administration, Procurement and Financial Processes
KEY RESPONSIBILITIES:
Assists the Events Manager in event planning, coordination and execution of all 4Racing events
Executes event-related administration such as invitations, RSVPs, accreditations, catering, décor and entertainment
Plans, coordinates and facilitates non-raceday functions such as corporate events, charity functions and private bookings, including supervising the set-up and breakdown of events.
Orders, sources and manages logos, branding and all advertising materials for all events
Planning and scheduling of staff for all events
Executes stakeholder communications pre- and post-event
Monitors on-course promotions in line with sponsorship agreements
Drafts and coordinates the official running order for events
Greets clients, visitors and guests professionally and assists with meet and greet for special occasions
Maintains the office and events calendar, schedules meetings and takes minutes
Perform sales data entry, filing, inventory management of office and venue supplies
Uses 4Flow dashboard for invoice loading, PO generation and receipting
Sources supplier quotes, tracks invoices and follows up on payments
Maintains departmental records (meeting agendas, minutes, post-event reports)
Compiles budgets and timesheets
Monitors that sponsor rights packages are fulfilled post-sales
Implements Discover Digital and Computaform advertising schedules in line with contractual obligations
Proofreads publications for sponsored / featured events
Conducts raceday checks one hour prior to start
Liaises with departments (TV, Broadcasting, IT, Tote Ops, Electrical, Maintenance, Cleaning, etc)
Facilitates cheque handovers, awards and ceremonial elements
Monitors customer care set-up and deployment
Escalates issues to appropriate departments
Performs Other Administrative Tasks As Required
Minimum Qualification and Education Requirements:
- National Diploma (NQF Level 6) in Events Management / Hospitality Marketing / Business Administration / related field
- 2 years’ experience in events coordination / raceday operations / hospitality or event administration
- Experience in multi-departmental coordination, ensuring smooth operations for both small and large-scale events.
Knowledge and Skill Requirements:
- Health and safety standards and compliance requirements
- Project administration
- Financial administration
- Procurement
- Venue and logistics coordination
- Excellent written and verbal communication skills
- Attention to detail
- Problem solving Planning and organising
- Time management
- Intermediate proficiency in MS Office
Preferred / Advantageous Requirements:
Event management software will be advantageous
Behavioural Competencies:
- Responsibility, Reliability, Responsiveness and Work Ethics
- Professionalism, Communication and Interpersonal Skills
- Teamwork and Collaboration
- Internal and External Customer Focus
- Learning and Development / Continuous Improvement