South Africa: Assistant Wedding Coordinator posted by HotelJobs

About the Role

Join our stunning wedding venue team at HotelJobs! We are excited to announce an exceptional opportunity for an enthusiastic and organized individual with a passion for weddings to join our upscale, award-winning wedding venue and guesthouse located on a picturesque grape farm near Wellington and Paarl. As an Assistant Wedding Coordinator, you will play a vital role in supporting our Venue Manager in all aspects of coordinating and planning high-end destination weddings.

Key Responsibilities

• Gather comprehensive details from couples, vendors, and other sources to ensure all essential information is available for the Wedding Program.
• Systematically organize and document all collected information to create a practical and error-free Wedding Program.
• Communicate with vendors to confirm their participation and logistics, ensuring all services align with the wedding details.
• Develop and maintain a detailed timeline of wedding events, highlighting key activities and responsibilities.
• Ensure accuracy and clarity in all documentation, minimizing the possibility of errors and oversights.
• Maintain regular communication with couples to update them on progress and address any inquiries or changes.
• Manage office infrastructure, emails, filing, data entry, and financial reconciliations.
• Respond to inquiries, schedule viewings, and manage diaries.
• Draft and send quotes, confirmations, invoices, and payment requests.
• Record minutes at meetings, distribute, and follow up on actionable items.
• Assist with event setup and teardown.
• Serve as on-the-day hostess, primarily Sunday mornings.
• Oversee venue infrastructure during events, including opening/closing procedures and emergency management.
• Supervise staff and external vendors involved in events.
• Coordinate special projects for events and occasions.
• Liaise with clients and suppliers to ensure exceptional guest satisfaction.
• Conduct venue and accommodation viewings.
• Manage guest check-ins and check-outs.
• Maintain high standards of cleanliness and guest readiness.
• Train staff and conduct compliance inspections.
• Manage inventory, stock control, and procurement.
• Run errands as needed.

Requirements

Strong organizational and administrative skills with excellent computer literacy. Ability to multitask and work on various projects simultaneously. Exceptional attention to detail and accuracy. Excellent communication (written and verbal). Passion for weddings and customer service. Professional; approachable, and well-presented manner. Positive attitude, team player, high energy, and good health. Reliable own vehicle and valid drivers license. Stable work history with contactable references.

Qualifications

No formal qualifications are required for this role.

Salary & Benefits

Salary: Market related, negotiable and based on experience