Stellenbosch: Event Coordinator posted by IntelliStaff

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.