Events Coordinator

1 week ago

Stellenbosch, Western Cape, South Africa Circastaff Full time R180 000 - R240 000 per year
Our Client is looking for a Events 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.

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