Events Coordinator

HR Talent Partner SA; Stellenbosch; On-site; ZAR 250,000 - 380,000; Full time

Job summary

HR Talent Partner SA in Stellenbosch seeks an Events Coordinator for a renowned aerospace and space technology engineering company. You will manage logistics for trade shows, exhibitions and hosted events, ensuring timelines and budgets are met.

The role requires 2–4 years in event coordination or project management, strong Excel/Google Sheets skills, and an proactive, detail‑oriented approach. This full-time on-site position offers opportunities to work across international travel.

Qualifications

• Tertiary qualification in Business Administration, Events Management, Tourism, Project Management, or related field.
• 2–4 years of experience in administrative, event coordination or project management roles.
• South African citizenship or valid work permit.

Responsibilities

• Oversee event logistics for trade shows, exhibitions, and hosted functions.
• Coordinate registrations, spaces, and booth placements at key events.
• Manage vendor relations, travel bookings, venue, catering, and accommodation.
• Ensure branding, merchandise, booth design, and content meet specs.
• Collaborate with Marketing, Sales, Engineering and BD on visas and international travel.
• Track expenses, invoices, quotes and purchase orders; manage budgets.
• Provide on-site support for events including setup, catering and staffing.

Skills

Project coordination

Budgeting

Timelines

Task tracking

Communication

Interpersonal skills

Multitasking

Vendor management

Education

Bachelor's degree or equivalent

Tools

Excel

Google Sheets

Job description

Events Coordinator position available in Stellenbosch.

A renowned aerospace and space technology engineering company is looking for a Events Coordinator to join their team on a full-time permanent basis in Stellenbosch.

Position Overview:

Our client is growing their presence in the global space technology sector, and is seeking a detail-oriented and proactive Event Coordinator to join their team and help deliver exceptional event experiences.

The Events Coordinator will be responsible for managing the logistical and administrative operations of all company event participates in or hosts. This includes trade shows, exhibitions, industry collaborations, internal events, and hosted client functions.

The ideal candidate will have strong administrative and light bookkeeping skills, excellent project coordination capabilities, and a flair for managing timelines and budgets, specially using tools like Excel and Google Sheets.

Position Responsibilities:

• Event Logistics & Coordination
  • Oversee logistical planning and execution for all trade show events, exhibitions, and company hosted functions.
  • Secure attendance registrations, exhibition spaces, and booth placements at key industry events.
  • Coordinate vendor relations, travel bookings, venue arrangements, catering, and accommodation for team members.
  • Liaise with internal teams to ensure all deliverables (branding, merchandise, booth design, content) are completed on time and meet specification.
• Cross-Functional Collaboration
  • Work closely with the Marketing & Branding team on booth design, branded materials, press releases, and content creation.
  • Support Sales, Engineering, and Business Development with Visa applications and international travel preparations.
  • Communicate effectively with Accounts, Senior Management, and department leads to ensure budget compliance and approvals.
• Administrative & Financial Support
  • Maintain and update the travel and events expenses spreadsheet.
  • Track and submit local and international invoices, quotes, and purchase orders.
  • Liaise with the finance team regarding wire transfers, reimbursements, and online purchases.
  • Ensure all costs are tracked and aligned with approved event budgets.
• On-Site Event Support (as needed)
  • Coordinate setup, catering, décor, and staffing for in-house events (e.g., team building, partner collaborations, customer hosting).
  • Serve as point-of-contact during events to troubleshoot and ensure smooth execution.

Minimum Requirements:

• Tertiary qualification in Business Administration, Events Management, Tourism, Project Management, or field that allows for good interpersonal skills and project management skills like Teaching or Psychology.
• Proven experience in event coordination, office administration, or project management.
• 2–4 years of relevant experience in administrative, event coordination or project management roles.
• South African citizenship or valid work permit.

Preferred Experience:

• At least a year’s experience with basic book keeping and forecasting.
• Experience in leading or heading up projects.
• Working with suppliers, and travel agents.
• Working understanding of events managing and costing.
• Experience with travel logistics: booking accommodation, hiring cars and booking flights.
• Experience with visa applications.
• Experience working with multiple teams and concurrent tasks.

Technical Skills:

• High proficiency in Excel and Google Sheets (budgeting, timelines, task trackers).
• Basic understanding of bookkeeping and financial documentation processes.
• Ability to source key information quickly is essential.
• Ability to work independently while managing multiple deadlines and stakeholders.
• Ability to chase and manage vendors and suppliers are essential.

Personal Attributes:

• Excellent communication and interpersonal skills, as well as professional telephone and email etiquette.
• Flexibility and adaptability as plans need to be changed from time to time.
• Strong organizational and multitasking abilities with keen attention to detail.Applying for Position: