Groups & Events Coordinator

Boschendal Farm; Stellenbosch; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A renowned wine estate in Stellenbosch seeks a Groups & Events Coordinator to manage all aspects of group bookings and events. The successful candidate will ensure exceptional customer service while working alongside different departments. Requirements include a diploma in Hospitality Management and 2-3 years of relevant experience in events or hospitality. Join a team committed to regenerative practices and excellence in service.

Benefits

Work amidst nature

Opportunity for growth and development

Qualifications

• Minimum 2-3 years experience in Events or Hospitality.
• Experience in function planning and management.
• Computer literate including experience using Mews and Pixier.

Responsibilities

• Respond to Group and Event enquiries.
• Conduct site inspections and follow up bookings.
• Ensure client requirements are met for events.

Skills

Hospitality Management

Event planning

Communication

Customer Service

Sales negotiation

Education

Diploma or Degree in Hospitality Management

Tools

Mews

Pixier

Job description

Work Amidst Nature in the Heart of the Winelands. Imagine starting your day with the sunrise over lush vineyards and the tranquillity of farm life.

At Boschendal, the surroundings are not just a backdrop; they’re integral to our work and our inspiration. Nestled in the heart of South Africa's golden triangle of wine country, our farm offers a unique escape from the hustle of city life.

A Typical Day at Bosch: Experience a different pace and setting of work life. Whether it's walking among the vineyards, engaging with guests, or collaborating on a new project, every day here is a blend of meaningful work and the beauty of the natural landscape.

OUR PURPOSE: Regenerating our Future & Soil. At Boschendal, our purpose is clear: to nurture the land, inspire our people, and strengthen our community. Guided by core values, we strive to offer something truly meaningful, from our regenerative practices to our dedication to artisanal craftsmanship.

Groups & Events Coordinator

This person would form part of the Sales Team who will report directly into Groups & Events Manager.

Key responsibilities include responding to Group and Event enquiries, conducting site inspections, capturing details in Mews & Pixier, following up bookings, and handling conversion and contract negotiations as needed. Once the booking is confirmed, they will ensure that the client supplies all their requirements for the group/event and all details are communicated to all departments in the hotel via Group resumes and function sheets. They will follow up and be responsible for all billing and payment arrangements.

Key duties and responsibilities include but are not limited to: completing all given tasks in a timely manner and adhering to operational hours; identifying, soliciting, and developing existing and new accounts; developing and monitoring action plans for designated accounts; acting as a liaison between the Company and the client; serving as the spokesperson on behalf of the Company; ensuring delivery of best support and customer service to clients; planning, organizing and hosting client events and internal hotel sales calls; planning and conducting creative site inspections; identifying and profiling new market opportunities; using approved presentation materials and procedures to ensure brand consistency; creating an outstanding brand image in every interaction with clients; maintaining a high level of product and service awareness to explain and sell services and facilities to clients effectively and confidently; setting high performance standards and pursuing aggressive goals; striving for constant improvements and taking responsibility for achieving business results; maintaining rate integrity and maximizing yield opportunities in cooperation with revenue management; representing Boschendal during property site inspections and educational visits for guests; responding to email and telephone enquiries within 24 hours; ensuring function / booking information is entered correctly into Pixier; checking venue and room availability; conducting show rounds for events and groups; possessing comprehensive knowledge of Boschendal facilities and activities; negotiating contractual terms and ensuring all written communication is presented professionally; applying the policies of Boschendal applicable to group accommodation, food and beverage, and functions and events; maximizing revenue for both rooms and catering functions in line with strategy; meeting with the client to ensure all aspects of the event or group are discussed; drafting the Group Resume and/or Function Sheets; conducting pre-con meetings; ensuring pro forma invoices are sent; ensuring room pickup as per contract requirements; preparing a detailed handover document; meeting and greeting clients; communicating concerns; attending morning meetings; being fully conversant with all health and safety; ensuring all accounts are finalized; maintaining goodwill; keeping management informed about activities, progress and results; treating instructions from management constructively; implementing health, safety & security procedures; proactively participating in own development.

Competencies

A confident individual who can take independent action, use initiative, and has a sense of urgency. Able to work efficiently and quickly in a fast‑paced environment, prioritize multiple projects simultaneously, recognize and adjust to change, stay task focused, treat colleagues politely and helpfully, contribute to teamwork, build and maintain relationships, adhere to procedures, communicate effectively, display a friendly and genuine interest in the business, use a persuasive selling style, lead by example, and be task driven.

Required Skills & Qualifications

Diploma or Degree in Hospitality Management; minimum 2-3 years experience in Events or Hospitality; function planning & management; computer literate including relevant software and experience using Mews & Pixier; driver’s licence.

Join Our Team

If you're passionate about hospitality, committed to excellence, and eager to make an impact, Boschendal offers an inspiring environment where you can grow and thrive. Explore opportunities to become part of a team that values authenticity, purpose, and creativity. Discover your path and join us in building a legacy that reflects our connection to the land, our dedication to community, and our commitment to a regenerative future.

Closing date: 09 November

Application process: Please email your updated CV to ____________________