Events Sales Coordinator

2 weeks ago

Stellenbosch Western Cape, South Africa HAZENDAL WINE ESTATE Full time

We are searching for a dynamic Events Sales Coordinator who will assist the Events Team in putting on a range of events and assists during the whole process from the planning stage, right through to the actual day itself and the post-event requirements. The role is mostly admin driven, but requires hands-on assistance if the event requires.

The Events coordinator will report directly to the Events Manager.

**Responsibilities**:
Assist manager with daily site inspections and inquiries;
Liaise with clients to find out their exact event requirements;
Creating event proposals which fit client requirements and presenting proposals by deadline;
Gathering all event information from the client;
Provide clients & potential clients with the necessary documentation to secure an event
- quotations, pro-forma, invoice, tax invoice;
Issuing invoices and collecting payments in a timely manner, and creating comprehensive and readable financial reports;
Obtain quotations from, suppliers and contractors;
Maintaining a working relationship with vendors;
Assist the Events manager on the day of the event to ensure event runs smoothly;
Generate event sheets according to the event specifications; and
Keep track and follow up on client payments.

Profile of Events Co Ordinator
The Event Co Ordinator assists in controlling an event from conception to clean up. It is required to meet with clients to work out event details, plan with the client and their team, scout and book required venues, suggest food options and entertainment and arrange required staff. The profile involves creating budget & payment document and generally support with ensuring the event runs smoothly and efficiently.

The profile involves communication to clients, listening to their needs and presenting ideas and solutions to their requirements, in guidance of Manager and Commercial Director. This includes working with suppliers, contractors, employees, wait staff and many other parties at the same time. Customer service and interpersonal skills are essential.

Example of events:

- Conferences
- Cultural events;
- Exhibitions;
- Social events;
- Private events;
- Team building;
- Corporate banquets and weddings; and
- Promotions and product launches.

Skills required:

- Organizational skills and attention to detail;
- Communication and interpersonal skills;
- Negotiation skills when looking for the best price from, suppliers and contractors;
- Time-management skills and the ability to work under pressure to ensure the efficient running of an event;
- Problem-solving skills and diplomacy;
- A good understanding of event budgets;
- Administrative and IT skills; and
- Self-motivation and enthusiasm.

Minimum requirements:

- A minimum of 2+ years of experience in a similar role within the hospitality or Events industry will be advantageous;
- Excellent communication, negotiation, and presentation skills;
- Highly organized, with the ability to multitask and prioritize effectively in a fast-paced environment;
- Proficiency in MS Office suite;
- Experience working with the Opera system will be advantageous;
- Work co-cooperatively with others in the team; and
- Have a willingness to learn and a can-do attitude.

If this sparks your interest, please apply

Hazendal is committed to transformation and redressing of past inequalities. Our employment equity goals will be taken into account in our selection process.

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