South Africa: Event Coordinator posted by Intellistaff Ltd

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: o Minimum 3–5 years’ experience in event coordination, preferably within a wine estate, hotel, or high-end hospitality environment. o Proven track record in managing weddings and large-scale functions. · Skills & Competencies: o Excellent communication and interpersonal skills. o Strong organizational and multitasking abilities. o Creative problem-solving and quick decision-making. o Financial acumen and budget management skills. o Proficient in MS Office (Word, Excel, Outlook) and event management software (advantageous). · Other Requirements: o Valid driver’s license and own reliable vehicle. o Flexibility to work evenings, weekends, and public holidays as per event schedule. o 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.