Wedding Coordinator

2 weeks ago

Stellenbosch Western Cape, South Africa HotelJobs.co.za Full time

This picturesque boutique winery on the outskirts of Stellenbosch offers the ideal venue and setting for weddings, intimate and romantic functions, birthday parties and small corporate events. With a recently rebuilt and totally revamped heritage cellar, this second function venue on the same estate promises to be the new forerunner, with a separate entrance and private access, honeymoon and guest cottages for bridal accommodation which is within a short walk of the estates 48-seater chapel and wedding venue.

We are in search of a Junior / Assistant Wedding Coordinator / Venue Supervisor to handle daily office duties & admin, enquiries, bookings, meetings with clients, creation of function sheets, securing of service contractors etc

**REQUIREMENTS**:

- Hospitality Mgt. or Events / Wedding Coordinator graduates with at least 1 - 2 years’ experience in venue management & event coordination (recent graduates also considered)
- Highly proficient with strong Computer Skills in Excel, Word & Outlook with very good typing speed
- Driver's License & own vehicle is essential
- Excellent written and verbal communication skills in English AND Afrikaans
- Exceptional time management, planning and ORGANISATIONAL SKILLS
- High degree of accuracy with attention to DETAIL
- A positive, motivated, energetic and likeable personality
- Must reside in the Stellenbosch / Somerset West Winelands area

**KEY RESPONSIBILITIES**:
**ADMINISTRATION**
- Develop and manage a professional working relationship with all clients and service professionals.
- Review and continually improve administrative systems to ensure presentation of all documentation is organized for maximum efficiency and premium client service.
- Monitor confirmed bookings relative to monthly and yearly targets
- Assist with marketing material, special packages, promotional initiatives, and the overall brand appeal in collaboration with marketing personnel.
- Maintaining and updating of database and all client folders.
- Represent the company at various functions and or meetings to promote the brand and venue.
- Assisting Exec Management with personal tasks, scheduling personal appointments and general personal administration when required

**COORDINATION**
- Planning, logistics and operations for all functions.
- Schedule and execute meetings as required.
- Complete the initial draft as well as update minute documents as required.
- Liaise initial and update quotes from third party service provides which includes décor and concept designers, stage and lighting specialists, entertainment and music suppliers, chefs and caterers, stationery consultants, florists’ designers, and service arrangements.
- Liaise with floorplan designer to create event floor plans.
- Schedule décor mocks, tastings, and supplier meetings.
- Management of budget documentation, invoices, and distribution of proof of payments
- Drafting and distribution of final programme and floorplan to all suppliers
- Liaise and assist with the setup and breakdown of assigned functions and monitor the function ongoings during assigned periods.
- Conclude all required function documentation.

**VENUE SUPERVISOR**
- Enquiries
- Menu and beverage liaison with clients
- Scheduling of menu tastings and mock-ups
- Staff, glassware liaison
- Distribution of function sheets
- Client quotes and payment management
- Coordination of weddings including client meetings
- Execution of all site visits
- Review, organise and update data base on a regular basis (Update documents and ensure all organised)
- Updating of financial documentation (Commissions, Venue Management, Coordination)
- Liaising with the different departments of the Estates
- Being present at all functions (management of staff, function setup, food service and breakdown)

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