Event and Guest Coordinator

Event and Guest Coordinator Event experience – Event and Guest Coordinator

Do you want to take up the position as Event and Visit Coordinator within the Communications department, as part of the Event Experience team? An exciting opportunity to be part of the transformation journey within Communications and shaping the future of experience-based communication!

At Scania, we're leading the shift towards a sustainable transport system, transforming from a traditional heavy vehicle manufacturer to a provider of complete sustainable transport solutions. Our commitment to innovation and excellence is showcased through our Experience Centre.

In Central Communications, our mission is clear: drive sustainability, customer profitability, and employee engagement, all based on the foundation of "Driving the Shift". As trusted experts in communication, we're passionate about executing our tasks with precision and purpose.

Our experience office are the cornerstone of Scania’s event experience planning, prioritizing assignments with clear KPIs to ensure a seamless customer journey. Our dedicated team maximizes productivity, managing bookings, staffing showrooms, and organizing visits, events, and guided tours in production areas. Our goal is to deliver exceptional brand experience in line with our Visitor Operating Standard.

Your role and work description

The role is a combination of two existing roles, where we envision you becoming our bridge between our Guest Coordinators responsible for the daily visits we coordinate in our units in Södertälje, and our event production management team that runs the larger events, whether initiated by our own management or larger visits. Tailored experiences for groups that don't fit into our Guest Coordinators' "normal" require flexibility, creativity, and time. Late changes are part of your everyday life, and the workload varies throughout the year based on the dates your groups are with us, as natural as the opportunity to catch up during quieter periods.

You are responsible for cost monitoring for the groups or parts of events you coordinate, and invoicing and other financial administration are part of your duties. The daily work is very administrative, and you have a core role in communication with clients and relevant areas for your visit. Compiling information to be communicated to visitors before a meeting requires communicative skills without the demand that you are a copywriter.

In this role, you are also responsible for coordinating our high-level visits, including VIP visitors, press, owners, and executive management, in accordance with our prioritization model. Your objective is to represent and showcase Scania at its best during these visits.

Both visit inquiries and participant management are currently handled in an event system called Axaco Event System, ViSAT in Scania's language. In your role, you will work extensively in the system, and we prefer if you have previous experience with Axaco or similar systems and understand system structure and are willing to, after training, be able to make adjustments yourself and even take the lead in development. We also see a need to find solutions for information pages for several of our events as well as an event app, and with that, we would like you to have an interest and previous experience in working with such things.

Your profile

• Previous experience and proven skills from working in the field of event experiences
• Familiarity with event management systems, with a willingness to learn and take the lead in system development
• Interest and preferably previous experience in developing information pages for events and working with event apps
• Great administrative skills with the ability to effectively communicate with clients and relevant stakeholders
• Proficient in cost monitoring, invoicing, and financial administration related to event coordination
• Strong organizational skills to manage workload fluctuations throughout the year
• Proven coordination and collaboration skills, being able to communicate, discuss and convince
• Proactive attitude towards problem-solving and complex logistic assignments and a commitment to delivering exceptional brand experience in line with company standards
• Organised and synergy-seeking in the way that you plan your work
• Interested and curious in developing new ways of working
• Open and including in your way of learning new areas
• You need to be fluent in written and spoken English and be proficient enough in Swedish to use it in your daily work. Other languages are a bonus
• Relevant post-secondary education within event, project management, communications or marketing is a bonus but not a requirement. Work experience is highly valued

Application and further information

For further questions contact Gabriel Eriksson Sahlin, Talent Acquisition Specialist, Gabriel.eriksson.sahlin@scania.com

Your application shall contain CV and relevant certificates and please note that we do not accept applications over email. Please apply as soon as possible via scania.com, latest May 19th 2024. Interviews will be initiated continuously.

Requisition ID: 6041 Number of Openings: 1.0 Part-time / Full-time: Full-time Regular / Temporary: Permanent Country / Region: SE Location(s):

Södertälje, SE, 151 38

Required Travel: 0-25% Workplace: Hybrid

Nothing is more important than our people. With a company culture that’s based on shared and inclusive core values. We have a supportive community, where everyone has opportunities to grow and succeed.