Groups & Events Coordinator

Boschendal; Worcester; On-site; ZAR 300,000 - 420,000; Full time

Job summary

Boschendal, set in the heart of the Cape Winelands, seeks a Groups & Events Coordinator to plan and manage group bookings, events and accommodation, liaising with internal departments to ensure a seamless guest journey. You will oversee billing, client communication and site operations to deliver exceptional experiences.

With 2–3 years in groups/events or hospitality coordination, you will drive successful events, maintain client relationships and contribute to sales objectives in a dynamic farm

Qualifications

• 2–3 years' experience in groups/events or hospitality coordination.
• Experience with property management systems (PMS).
• Excellent planning, organisational and multitasking abilities.
• Strong attention to detail and financial administration.
• Excellent written and verbal communication skills.
• Strong interpersonal and guest-focused skills.
• Ability to work under pressure and manage multiple events.
• Proactive problem-solving mindset.

Responsibilities

• Plan, coordinate and execute confirmed group bookings, events and accommodation.
• Serve as primary contact for clients throughout the event journey.
• Coordinate with internal departments for seamless execution of requirements.
• Prepare and distribute function sheets, resumes and handover docs.
• Conduct client meetings, site inspections and pre-event briefings.
• Maintain accurate booking data and rates in systems (Pixier and Mews).
• Negotiate terms, manage contracts and ensure policy compliance.
• Monitor timelines, deposits, room allocations and deadlines.
• Coordinate billing, pro forma invoices and reconciliations.
• Maximise revenue across accommodation, F&B and event services.

Skills

Event coordination

Customer service

Communication skills

Attention to detail

Multitasking

Relationship building

Tools

PMS software

Job description

At Boschendal, work follows the rhythm of the farm - shaped by seasons, people, produce, and care.

Set in the heart of the Cape Winelands, Boschendal is a living farm where hospitality, retail, food, wine, craft, and land come together in experiences that feel warm, generous, and grounded.

Every detail matters: what we grow, make, stock, sell, and share with our guests.

Our Purpose:

Regenerating our Future through People & Soil

At Boschendal, regeneration begins with the land and is carried forward by our people. We are a farm with purpose, caring for our soil, nurturing our teams, strengthening our community, and creating meaningful guest experiences through genuine hospitality - all rooted in the future we are shaping together.

GROUPS & EVENTS COORDINATOR

This role will be part of the Sales Team and will report directly to the Groups & Events Manager / Cluster Head of Sales & Events.

Plan and organise confirmed bookings received from the Event Administrators, ensuring all client requirements for groups, events, and accommodation are met.

Communicate all event details to relevant hotel departments through function sheets, emails, and meetings. Manage the guest journey and all touchpoints leading up to and during the event to ensure a seamless experience.

Oversee all billing and payment arrangements, including reconciliations and final account settlements. Serve as the primary guest contact on the day of the event, ensuring all planned requirements are executed through pre-event checks and on-the-day oversight. Work closely with the Operations team on the day, acting as the main point of contact until the operational flow responsibility commences, according to rostered times.

Maintain full accountability for the event from initial handover through meet-and-greets, reconciliations, and execution.

Support Event Administrators with site inspections if needed, provide assistance with event enquiries as required.

Key Responsibilities:

• Plan, coordinate and execute confirmed group bookings, events and accommodation arrangements, ensuring all client requirements are met.
• Serve as the primary point of contact for clients, providing professional, responsive and personalised service throughout the event journey.
• Liaise with internal departments to ensure seamless communication, coordination and execution of all group and event requirements.
• Prepare, maintain and distribute detailed function sheets, event resumes and operational handover documentation.
• Conduct client meetings, site inspections, show rounds and pre-event briefings to ensure alignment with client expectations.
• Maintain accurate booking information, availability, rates and follow-up activities on Pixier and Mews.
• Respond to client enquiries promptly and prepare tailored proposals in line with Boschendal's standards.
• Negotiate contractual terms, manage booking agreements and ensure compliance with relevant policies and procedures.
• Monitor event timelines, including menu selections, deposit schedules, room allocations and contractual deadlines.
• Coordinate billing arrangements, pro forma invoices, deposit payments, reconciliations and final account settlements.
• Maximise revenue opportunities across accommodation, food and beverage, and event services while maintaining rate integrity.
• Represent Boschendal professionally during client engagements, site inspections and hosted events.
• Oversee event preparations, conduct operational checks and welcome clients on arrival to ensure a seamless guest experience.
• Monitor guest satisfaction throughout the event, addressing concerns promptly and escalating matters where necessary.
• Work closely with operational teams and department heads to ensure successful event delivery and effective handovers.
• Maintain strong client relationships, identify new business opportunities and contribute to departmental sales objectives.
• Ensure compliance with Boschendal's health, safety, security and operational standards.
• Maintain accurate records, provide management with relevant updates and contribute to continuous service improvement.

COMPETENCIES & QUALIFICATION:

• Minimum 2–3 years' experience in a similar groups, events or hospitality coordination role.
• Computer literacy, including experience with property management systems (PMS).
• Excellent planning, organisational and multitasking abilities.
• Strong attention to detail and accuracy, including financial administration.
• Excellent written and verbal communication skills.
• Strong interpersonal and relationship-building skills with a guest-focused approach.
• Ability to work efficiently under pressure and manage multiple events simultaneously.
• Strong problem-solving skills with a proactive and solutions-driven mindset.