Events Coordinator

Exceed HR and Recruitment; Stellenbosch; On-site; ZAR 300,000 - 400,000; Full time

Job summary

A leading company in Stellenbosch is seeking an Events Coordinator to manage event planning and execution. This role involves client consultations, staff leadership, vendor coordination, and ensuring exceptional client satisfaction. The ideal candidate will possess strong organizational skills and have a background in event coordination or hospitality management.

Qualifications

• Strong planning, time management, and administrative skills.
• Excellent communication and interpersonal abilities.
• Confidence to manage a team and handle high-pressure situations.

Responsibilities

• Meet with clients to understand event requirements and timelines.
• Coordinate with teams and vendors for seamless event execution.
• Oversee staff management and ensure compliance with venue regulations.

Skills

Planning

Time Management

Communication

Interpersonal Skills

Education

Minimum 2 years experience in event coordination or hospitality management

Tools

Google Workspace

Microsoft Office

CRM systems

POS software

Job description

Events Coordinator position available in Stellenbosch.

Duties and Responsibilities:

• Client Consultation & Event Planning
  • Meet with clients to understand event themes, timelines, budgets, and special requests.
  • Offer guidance on layouts, catering, décor, entertainment, and vendors.
  • Prepare event timelines and logistics schedules.
  • Coordinate with internal teams (kitchen, cleaning, maintenance, security) to meet client requirements.
• Marketing & Viewings
  • Attend viewings allocated by the Venue Director.
  • Gather event photos and video content for marketing purposes.
  • Post reels and photos (especially of weddings) to social media platforms.
  • Assist with business development and promotional initiatives in collaboration with the marketing team.
• Venue Staff Management (Waiters & Bar Staff)
  • Ensure proper training and professional presentation of all bar and service staff.
  • Plan and manage staff rosters before, during, and after functions.
  • Record and submit accurate hours and payment details to the Financial Manager.
  • Oversee and update staff contracts to meet compliance standards.
• Vendor Coordination
  • Identify, recommend, and maintain strong relationships with preferred vendors.
  • Manage vendor timelines for setup, delivery, and breakdown.
  • Negotiate vendor terms and ensure contract compliance.
• Event Setup & Execution
  • Ensure event setup meets agreed specifications (furniture, décor, equipment, etc.).
  • Manage the entire function on the day, handling last-minute changes or issues.
  • Supervise staff and suppliers to ensure seamless delivery.
• Stock & POS Management
  • Conduct daily, weekly, and monthly stocktakes of furniture and bar stock.
  • Monitor bar stock levels before and after events.
  • Follow POS procedures to ensure accurate sales tracking and reporting.
• Maintenance & Breakages
  • Report all maintenance issues immediately to the Maintenance Manager.
  • Manage breakages and submit reports to the Financial Manager and Operations Director.
  • Facilitate deductions and replacements using breakage deposits as needed.
• Customer Service
  • Communicate clearly with clients throughout the planning and execution phases.
  • Address client queries and concerns professionally and promptly
  • Offer on-the-spot problem-solving to ensure client satisfaction during the event.
• Post-Event Follow-Up
  • Oversee clean-up and return of rentals.
  • Collect and record client feedback for continuous improvement.
  • Finalise documentation and arrange for return of breakage deposits.
• Financial Administration
  • Assist in managing event budgets, quotations, and invoices.
  • Liaise with the Financial Manager to ensure payment schedules and refund processes are adhered to.
  • Record and monitor vendor and staff expenses.
• Health & Safety
  • Enforce health and safety standards during events.
  • Ensure vendors and staff comply with venue regulations.
  • Conduct staff health and safety briefings where necessary.
• CRM & Admin Systems
  • Log all client, event, and financial details accurately in the CRM system.
  • Ensure all workflow procedures are followed for consistency and traceability.
• Performance Expectations
  • Convert leads and viewings into successful bookings.
  • Maintain strong client relationships and receive positive feedback.
  • Meet monthly performance targets and event delivery KPIs.
  • Keep event budgets, staffing, and logistics within agreed timeframes and cost estimates.

Requirements:

• Minimum 2 years’ experience in event coordination or hospitality management.
• Strong planning, time management, and administrative skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Google Workspace, Microsoft Office, CRM systems, and POS software.
• Confidence to manage a team, lead events independently, and handle high-pressure situations.
• Flexibility to work evenings, weekends, and public holidays as needed