About the position
Our Client is looking for a Event Coordinator to join their team
Location: Stellenbosch
Position Overview
We are seeking a highly organized, creative, and hands-on Event Coordinator to plan, coordinate, and execute a wide range of events at our prestigious Wine Estate, including weddings, private functions, corporate events, and wine experiences.
The ideal candidate will have a strong background in event planning and hospitality, excellent attention to detail, and the ability to manage multiple projects simultaneously. This is a dynamic, client-facing role requiring excellent communication, logistical, and problem-solving skills, along with the flexibility to work evenings and weekends as events require.
Key Responsibilities
Event Planning & Coordination
- Plan, coordinate, and execute all events hosted at the wine estate, including weddings, celebrations, private functions, and corporate gatherings.
- Meet with clients to understand their vision, preferences, and event requirements.
- Prepare and present event proposals, quotations, and detailed itineraries.
- Coordinate with the in-house hospitality, kitchen, and vineyard teams to ensure smooth event execution.
- Develop event layouts, floor plans, and schedules.
- Conduct pre-event briefings and post-event evaluations.
- Ensure all events reflect the estate’s standards of excellence and brand image.
- Supplier & Stakeholder Management
- Source and manage relationships with third-party service providers such as florists, décor specialists, photographers, musicians, and caterers.
- Drive to meet with suppliers and oversee setup and logistics on-site.
- Negotiate rates, confirm bookings, and ensure timely delivery of services.
- Coordinate permits, contracts, and other documentation required for events.
Client Relations
- Serve as the main point of contact for clients from booking to event completion.
- Conduct venue viewings and site visits with prospective clients.
- Provide guidance and professional recommendations on décor, layout, and event flow.
- Handle client queries, special requests, and last-minute changes with professionalism and efficiency.
- Operational & Administrative Tasks
- Maintain accurate records of bookings, budgets, invoices, and event documentation.
- Create detailed event timelines and ensure all internal departments are informed of their roles.
- Support marketing efforts by contributing to event-related social media content or photography.
- Uphold compliance with safety, health, and liquor licensing regulations.
Key Requirements
- Experience:
- Minimum 3–5 years’ experience in event coordination, preferably within a wine estate, hotel, or high-end hospitality environment.
- Proven track record in managing weddings and large-scale functions.
- Skills & Competencies:
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Creative problem-solving and quick decision-making.
- Financial acumen and budget management skills.
- Proficient in MS Office (Word, Excel, Outlook) and event management software (advantageous).
- Other Requirements:
- Valid driver’s license and own reliable vehicle.
- Flexibility to work evenings, weekends, and public holidays as per event schedule.
- Professional appearance and client-service orientation.
Personal Attributes
- Detail-oriented with a passion for creating memorable experiences.
- Highly organized and able to perform under pressure.
- Excellent leadership and coordination skills.
- Strong sense of accountability and follow-through.
- Creative flair with an eye for design and presentation.
- Enthusiastic, approachable, and professional demeanor.
Desired Skills:
- Event Coordinator
- Event Planner
- Events Assistant
