Events Coordinator

Kaelo provides essential healthcare solutions ensuring the physical and psychosocial wellbeing of all South Africans towards lasting social change. Kaelo meets the Healthcare needs of Corporate and Retail clients across South Africa – products offerings include Medical Insurance, Medical Aid, Gap Insurance, Kaelo Money and employee assistance programmes.

The Events Coordinator is responsible for the management and staff of all client events, i.e. training, wellness day, awareness tables etc. booked and planned by the CRM team. This includes, recruiting, training and booking of resources, stock and ensuring the event runs smoothly. They will be responsible for all reporting and escalations.  

The Events Coordinator will also conduct presentations on all Kaelo Products when needed from time to time. 

KEY OUTCOMES (not limited to) Level 4 and 5 process elements 

Administrative 

• Manage wellness screening stock, including tracking of usage, and requirements. 
• Provide stock requirements for ordering to Senior Events Co-Ordinator monthly. 
• Submit contractor payrolls to Events Team Leader monthly. 
• Manage escalations with regards to events and trainer feedback. 
• Capturing Wellness Day data by an ADHOC administrator where necessary (after Wellness Days have taken place). 
• Support to Account Managers and assist with Ad Hoc tasks if necessary. 
• Ensure log book of all Kaelo owned vehicles in the Events team are saved on the drive monthly. 
• Ensure Kaelo events vehicle is serviced and maintained all times. 

Submit all Event reports to CRM - this includes: 

• Wellness day reports, (Senior Events Co-Ordinator Zach pulls them). 
• What’s App event update totals on group & e-mail correspondence. 
• Updating Staff Requirement Sheet on a daily and weekly basis. 
• Updating weekly Trainer Feedback report to Events Team Leader. 

General Housekeeping of stock room 

• Waste Management – monthly collection needs to be in place, including destruction certificates, replenishing waste boxes, sharps containers & follow-up on all orders. 
• Wellness Stock to be kept within expired limits – Stock rotation of First In First Out = FIFO principal applies. 
• Manage and maintain all wellness event equipment, i.e. calibrations and asset registers. 
• Assistance with deliveries and / or collections as per CRM’s request. 
• Care-taker / custodian of Events vehicle. 
• Submission of bi-Annual KPA’s to Team Leader for discussion and approval. 

Events 

• Wellness Events 
• Communication with clients to organise best dates and processes relating to events and screenings, to optimise event efficiency to ensure maximum foot flow. 
• Wellness Screenings 
• Pack stock for events 
• Book resources 
• Transporting Nurses, stock and collateral to the Wellness Day. 
• Ensure all Nurse booths are kept clean and in working condition. 

Event Process 

• Reminder emails sent out to clients relating to events to ensure maximum attendance. 
• Pre-site Wellness Screening Inspection at Clients prior to wellness Screening Dates booked. 

Contract & Permanent Trainers for Events 

• Recruit and train new contractor staff on Events process in its entirety. 
• Kaelo University assessments need to be completed by contract trainers and passed before facilitating events. 
• Ensure trainers are regularly refreshed with all products (train-the-trainer sessions) 
• Ensure trainer laptops are kept updated, ticket logged with XpandIT when faults are reported. 
• Ensure trainers have uniform i.e. Kaelo Shirt/s. 
• Submit & prepare all onboarding documentation to Team Leader prior to commencement date of new contract trainers. 
• Schedule contractor teams and trainers for all booked and confirmed events. 
• Sending calendar events to each trainer’s calendar / email. 
• Calling and reminding trainers of events on a weekly basis and also last minute events. 
• Driving trainers to and collecting them from events (where necessary). 

Packing for Events, which includes: 

• Printing collateral 
• Packing and cleaning of goodies to be packed 
• Ensure all items (banners etc) are in good working order. 
• Cleaning of Popcorn Machine 
• Support and manage teams at all events

SPECIAL REQUIREMENTS 

PERSON DETAILS: WORK EXPERIENCE 

REQUIRED 

• 2 years’ experience in a similar role 

PREFERRED 

• 3 years’ experience in a similar role 

EDUCATION: QUALIFICATIONS: ACCREDITATIONS WITH PROFESSIONAL BODY 

REQUIRED 

• Matric 

PREFERRED 

TECHNICAL SKILLS OR KNOWLEDGE 

REQUIRED 

• Excel -  Intermediate skill level 
• Word - Proficient skill level 
• Outlook - Intermediate skill level 
• PowerPoint - Intermediate skill level 

PREFERRED 

• Customer service or training qualification  

  PERSONAL ATTRIBUTES : COMPETENCIES 

Competencies

• Client focus
• Cultivates innovation
• Collaboration
• Being resilient
• Drive results
• Planning and organisation
• Influencing and building relationships
• Flexibility and adaptability
• Communication (verbal and written)
• Attention to detail

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