Wedding and Event Coordinator

1 week ago

West Coast Western Cape, South Africa Gillian Barber Recruitment Full time

Overview

We are known for hosting weddings, celebrations, corporate events, live music performances with well-known and popular artists.

This is an opportunity for an experienced, enthusiastic and passionate Wedding and Event Coordinator to join our team at our exceptional beach-side venue. This position will report directly to the Operations Manager.

To develop and manage all aspects of our events, including concept creation, programming, budgeting, vendor selection, event logistics, “day of” execution, successful troubleshooting, and post-event evaluation.

This position is situated in a small town on the West Coast, approximately, 1 hour from the centre of Cape Town. It is well suited for an individual who prefers to live and work away from the madding crowd.

**Qualifications**:
**Minimum requirements**:

- Matric / Grade 12 Certificate
- At least 2 - 3 years’ of experience as a wedding and/or events coordinator

**Key responsibilities (this will include, but not limited to:)**
- Managing all contact and consultations with clients, work with them to plan events in detail, including:

- Conducting initial consultations with clients to discuss the wedding or event packages available, the type of wedding or event desired, and the budget.
- Conducting venue tours (including virtual tours)
- Conferring with clients to discuss details such as venue options, entertainment, programme-scheduling, catering and décor preferences.
- Scheduling meetings with clients to tour the venue and meet with vendors.
- Manage all contact with vendors, including:

- Negotiating contracts with selected vendors and making payments as required.
- Maintaining contact with vendors during the planning period.
- Arranging for necessary supplies and equipment to be transported to the venue in a timely manner.
- Developing strong relationships with trusted vendors such as florists, photographers and caterers and maintaining a supplier list.
- Act as a liaison between all parties, including clients, the venue team (management, operations team, restaurant, B&B etc.) and vendors during the planning period and on the day of the event.
- Monitor all activities on the day of the event to ensure that everything runs smoothly.
- Work closely with the management team to contribute ideas for improving service delivery and operational efficiency.

**Skills required**:

- Exemplary communication skills, both written and verbal.
- An excellent listener and the ability to network.
- Great interpersonal relationship skills.
- Organisational skills.
- Work effectively both in a team and independently.
- Ability to work under pressure and meet deadlines.
- Ability to multi-task and prioritise effectively.
- Excellent time-management skills.
- High attention to detail.
- Energetic and enthusiastic, bring positive energy to every situation.
- Adaptability, flexibility, and the ability to make decisions in uncertainty.
- Excellent problem-solving skills and solution driven
- Great eye for the aesthetic.

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