Event Coordinator

Circastaff; Stellenbosch; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A premier wine estate in Stellenbosch is looking for a talented Event Coordinator to manage a variety of events, including weddings and corporate gatherings. You will be responsible for planning, executing, and ensuring successful events while maintaining strong client relationships. The ideal candidate has 3–5 years of event coordination experience and excellent communication skills. This position requires flexibility to work evenings and weekends as events dictate.

Qualifications

• Minimum 3–5 years' experience in event coordination, preferably in a wine estate or high-end hospitality.
• Proven track record in managing weddings and large-scale functions.
• Strong organizational and multitasking abilities.

Responsibilities

• Plan, coordinate, and execute various events at the estate.
• Serve as the main point of contact for clients.
• Source and manage suppliers for events.

Skills

Event planning

Client relations

Supplier management

Creative problem-solving

Multitasking

Communication

Tools

MS Office

Event management software

Job description

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

• 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.
• Proficient in MS Office (Word, Excel, Outlook) and event management software (advantageous).
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Creative problem‑solving and quick decision‑making.
• Financial acumen and budget management skills.

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.