Conference and Exhibition Services Administrator

The main purpose: Provide support to the business and ensure that all event application documents are timeously distributed and sent to the Sales and Event Executives for completion by our clients. Responsible for logging all events with the City of Cape Town Events Office and follow all processes and submissions and ensure that all event permits are obtained prior to the opening of events. Constant engagements with the Events Office regarding Event application or submission changes and communicate these changes to the business. Provide guidance and presentations to both internal and external clients regarding event permit applications and by-laws. Perform secretarial and administrative tasks or activities, attends to enquiries, processes request or manages the transfer of requests to appropriate personnel for attention. The incumbent will be required to attend to specific administrative procedures associated with the functionality and undertaking general office / clerical and record-keeping activities. A core focus being to ensure adequate and capable support is made available enabling the conference and exhibition services department to recognise and deliver on priorities in accordance with the high standards expected from a world class establishment. To assist with ensuring that the service delivered by the CTICC, and its service partners are maintained to a five-star standard, recording evidence of such and coordinating between various disciplines to ensure compliance.

Reporting to the: Events Manager

Key responsibilities will include but are not limited to:

1. Event Application and Temporary Building Permit Application

•  Scrutinize the CTICC’s operating system on a daily weekly and monthly basis to ensure that we are complying with the City of Cape Town’s deadline dates in terms of event submissions.

• Draw accurate reports and prepare the initial event application and risk grading forms for which the event executives will distribute to clients.

• Schedule regular follow-up appointments to check on the status of the clients submission.

• Capture all EO numbers once received in EBMS.

• Determine from the initial contact whether an application to the City of Cape Town’s Building management team will be required.

• Ensure all approved floor plans, and renderings, are submitted as per the deadlines to the City of Cape Town.

• Request all medical, safety and security plans, parking plans, and all other plans as indicated by the CoCT event permit clerk from the CTICC’s service providers or from the clients own providers and submit these plans.

• Ensure that all waste management and fire department documentation is submitted as and when required.

• Ensure all documentation that the Department of Health may require are submitted once requested

• Attend all priority meetings with SAPS and the events office once required.

• Provide administrative support and assistance to the department.  

• Submit all plans and permits once received to the CTICC Safety and Security department as well.

2. Administration

• Assist the Operation Services Coordinators with any ad hoc departmental administration as and when required.

• Maintain the electronic filing system in terms of CTICC Standard Plans, as well as the tracking document for the event permits and all other documents received in relation to the event permit.

• Ensure that all floor plans that are required for the event permit are approved internally and saved online

• Ensure that the CoCT Online portal is used for the temporary building permit application as well as the event permit application.

• Issue soft and hard copy medical plans to CTICC safety officer at the start of all events for the Safety File.

• Liaise with Fire, Waste and Department of Health on any updated documentation in terms of occupancy certificates, waste management or health matters.

• Attending to telephonic calls and visitors to the Department, establishing nature of visit/enquiry and directs requests to appropriate personnel.

• Recording details of enquiries and/or messages in the absence of personnel and forwarding for attention upon availability and/or attending to and providing standard details and routine information to prospective clients for consideration.

• Maintaining the shared drive for the department.

• Carry out relevant reporting and administrative requirements of the department relating to orders received on various platforms.

• Assist with requisitioning of internal event services as and when required.

• Liaise with service providers with regards to internal service orders.

• Set up ESSPC meetings.

• Set up quarterly SLA review meetings with the Conference and Exhibition service providers, record minutes and distribute timeously.

3. Adhere to all Procurement and Finance Standard Operating Procedures

• Invoices for temporary building permit to be requested and submitted for payment once received following the CTICC’s SCM and Finance processes.

• Liaise with the Event Executives to follow up on approved quote for critical services that is required for the event permit application, as this will determine when the plans are received.

• Manage client and supplier relations.

Minimum qualifications and experience:

• Matric Certificate (NQF Level 4)

• Three to five years Events/Hospitality administration experience.

• Understanding of the CoCT By-Laws pertaining to events, SAPS risk grading, Occupational Health and Safety in terms of events.

• Computer Literate in Microsoft Office.

Skills and Attributes:

• Excellent command of the English language.

• Demonstrate a high level of written, verbal and listening skills.

• High level of professionalism.

• High levels of attention to detail.

• Confident and assertive while being patient, proactive and goal driven.

• The ability to use your own initiative and to be a self-starter is essential.

• Team player

Kindly apply for this position through our applicant tracking system: https://cticc.recruitee.com/ before 17h00 on the 20 July 2025 by completing the Employment Application Form and submitting your highest qualifications and CV. Only shortlisted candidates and complete applications will be considered.

The CTICC is committed to Employment Equity and take the approved EE Plan into account during the recruitment process. Remuneration will be discussed with the successful candidate.

The CTICC reserves the right to close this advert at any given time and should you not hear from CTICC within 30 days consider your application unsuccessful.

For more information on the Cape Town International Convention Centre please visit: www.cticc.co.za