Groups & Events Experience Lead

Boschendal; Franschhoek; On-site; ZAR 360,000 - 520,000; Full time

Job summary

Boschendal in Franschhoek, set in the heart of the Cape Winelands, seeks a Groups & Events Coordinator to plan and execute group bookings, events and accommodation arrangements with meticulous client service. You will liaise across departments to ensure seamless delivery and maintain accurate event documentation.

The role focuses on controlling timelines, payments, and guest experiences, while maximizing revenue across F&B and lodging.

Qualifications

• 2-3 years' experience in groups/events or hospitality coordination.
• Computer literacy, including experience with property management systems (PMS).
• Excellent planning, organisational and multitasking abilities.
• Strong attention to detail and accuracy, including financial administration.

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.

Skills

Event coordination

Customer service

PMS experience

Negotiation

Education

Hospitality qualification or higher

Tools

Pixier

Mews

Job description

Boschendal in Franschhoek, set in the heart of the Cape Winelands, seeks a Groups & Events Coordinator to plan and execute group bookings, events and accommodation arrangements with meticulous client service. You will liaise across departments to ensure seamless delivery and maintain accurate event documentation.

The role focuses on controlling timelines, payments, and guest experiences, while maximizing revenue across F&B and lodging.