Rwanda Ultimate Golf Course Ltd

Job Description

Title: EVENTS COORDINATOR

Reports to: Events Manager

About us

Rwanda Ultimate Golf Course is a private company created to position Rwanda as the best golfing destination in Africa and one of the greatest in the world. The first project of Rwanda Ultimate Golf Course, to reach this goal, is the Kigali Golf Resort & Villas. The golf course is a real estate masterpiece designed by the worldwide famous Gary Player. The facility will also include a five-star Clubhouse and other amenities.

Job Purpose

Kigali Golf Resort and Vilas’ Health Club is a leading health and fitness facility dedicated to providing a comprehensive range of services and amenities to help our members achieve their fitness goals. With state-of-the-art equipment, expert trainers, and a supportive community, we strive to empower individuals to lead healthier, happier lives.

Position Overview

As the Events Coordinator, you will be responsible for overseeing and managing all aspects of events, from planning to execution. You will play a key role in creating memorable and successful experiences that align with the organization's objectives

Key Responsibilities

Event Planning:

• Develop and implement comprehensive event plans, including timelines, budgets, and logistics.
• Collaborate with the operations team to understand event objectives and ensure alignment with company procedures.
• Identify and negotiate contracts with event vendors, including venues, caterers, decorators, and entertainment providers.
• Maintain positive relationships with vendors to ensure high-quality services.
• Develop and manage event budgets, ensuring financial targets are met.
• Work with the marketing team to create promotional materials and strategies for events.
• Communicate regularly with internal and external teams to provide updates on event progress.
• Proactively craft events that will generate revenue and increase customer engagement.
• Accurately forecast all events.

Event Operation:

• Draft client event proposals, quotations, and contacts for smooth event actualization.
• Coordinate logistics for events, including setup, signage, transportation, and off-site coordination.
• Ensure that all necessary permits and licenses are obtained for each event.
• Address concerns and feedback from clients in a timely and professional manner.
• Hand over event details to the operations team and follow up to ensure customer satisfaction.
• Handle the billing process by preparing invoices, having bill reviews with the guest, and finalizing the invoices by ensuring billing accuracy.

Customer Service and Communication:

• Communicate regularly with internal and external stakeholders to provide updates on progress.
• Interacts with guests to obtain feedback on product quality and service levels.
• Handles guest problems and complaints in a timely and professional manner.
• Takes total ownership of service satisfaction for the guests during events.
• Communicate challenging situations accurately to responsible departments.
• Professionally handle guest complaints and come up with solutions.
• Create an effective communication channel with third parties to ensure successful event execution.

Revenue Management

• Manages revenue and profitability associated with events.
• Up-sells products and services throughout the event process
• Review billing and payments schedules with clients.
• Track and report on budget expenditures to optimize revenue. Post-Event Evaluation
• Conduct post-event evaluations to assess the success of each event and gather feedback for continuous improvement.
• Generate event reports and highlight key metrics and outcomes.
• Evaluate the performance of vendors, sponsors, and partners involved in the event, including their reliability, quality of service, and contribution to the event's success.

Experience and Qualifications.

• Bachelor's degree in Event Management, Hospitality, Marketing, or a related field.
• Strong management skills with the ability to multitask and prioritize effectively.
• Excellent communication and interpersonal skills.
• Budgeting and financial management experience.
• Ability to work flexible hours, including evenings and weekends as per business demand.

Languages:

• English is required.
• French will be an added advantage.

Required documents:

A detailed CV with 3 contacts of professional referees.

A one-page cover letter with a motivational statement about the responsibilities and requirements for this position.

Copies of academic degrees, professional training certificates, and other relevant training certificates

National ID

How to APPLY

The deadline for submitting applications is on 28^th February 2025 at 14:00 hrs. Kigali time.

All applicants must submit their zipped documents to hr@rwandagolf.rw with the email "Marketing Manager”

Only selected candidates for interview will be contacted.

All unzipped documents will be automatically disqualified.