Project Coordinator / Supervisor

Carbon Events Management CC; Cape Town; On-site; ZAR 200,000 - 300,000; Full time

Job summary

An events management company in Cape Town is seeking a detail-driven Project Coordinator / Supervisor to manage the full event lifecycle. This role involves client communication, staff coordination, and logistics management. Ideal candidates have over 2 years of experience in events or hospitality, strong organizational skills, and a proactive mindset. Join a dynamic team and contribute to major South African events.

Benefits

Overtime and tip pay

15 days of paid leave plus public holidays

Access to staff events and team getaways

Qualifications

• 2+ years of experience in events, hospitality, or project work.
• Confident multitasker with strong attention to detail.
• Willingness to travel and work weekends.

Responsibilities

• Lead client communications for events and manage logistics.
• Coordinate staffing plans and oversee onboarding.
• Create production schedules and supervise event operations.

Skills

Organizational skills

Communication skills

Multitasking

Attention to detail

Positive attitude

Tools

Google Suite

Office 365

Job description

• Job Title: Project Coordinator / Supervisor
• Company: Carbon Events
• Location: Cape Town (Diep River Office Based + Event Site Travel)
• Type: Full-Time
• Start Date: October

ABOUT THE ROLE

• Carbon Events is looking for a proactive and detail-driven Project Coordinator / Supervisor to join our operations team. This role is key to delivering seamless event and bar-related services across South Africa’s top festivals, weddings, brand activations, and corporate events.
• You’ll work across the full event lifecycle, from early client communications and licensing requirements to staff coordination, setup, live operations, and post-event wrap-up. This is a people-and-process-driven role, perfect for someone who thrives on structure, loves getting hands-on, and enjoys helping a great team deliver unforgettable event experiences.

KEY RESPONSIBILITIES

CLIENT AND EVENT COORDINATION:

• Lead early-stage client communication, collecting critical event info (dates, guest count, bar size, venue specs, and licensing needs).
• Develop and manage checklists, schedules, and briefing documents.
• Ensure accurate internal tracking of event requirements.
• Oversee client communications before, during, and after events.

LIQUOR LICENSING:

• Draft and send license communications in time for sign-off.
• Collect and submit all necessary licensing documentation.
• Ensure events remain compliant with municipal liquor laws.

STAFFING AND SCHEDULING:

• Coordinate staffing plans in collaboration with management.
• Oversee onboarding, shift scheduling, and event hours tracking.
• Approve staffing hours and remuneration records for payroll.

LOGISTICS AND OPERATIONS:

• Create production schedules and supervise build/breakdown crews.
• Support event setup, strike, and live operations.
• Prepare stock orders using data from past events.
• Ensure proper post-event stock returns, equipment checks, and reconciliation processes.
• Liaise with suppliers for deliveries, collections, and onsite needs.

ADDITIONAL OPERATIONAL SUPPORT:

• Assist with operations in other areas of the company when required, including tenting, infrastructure logistics, and related event setup support.

COST AND STOCK MANAGEMENT:

• Assist with event costing, including bar menu pricing and product selection.
• Identify opportunities to improve cost efficiency through planning, supplier selection, and sponsorships.
• Contribute to upselling strategies and staff incentives that drive bar revenue.

OFFICE AND INTERNAL PROCCESSES

• Keep the internal event calendar, project tools, and office resources up to date.
• Maintain office cleanliness, organization, and consumables stock levels.
• Host progress meetings and send regular team update emails.

REPORTING AND POST-EVENT RECONCILIATION:

• Gather feedback from clients, staff, and senior team members.
• Complete post-event reports for internal use and client distribution.
• Maintain Google review prompts and performance tracking.

DATABASE AND PITCH DEVELOPMENT:

• Build and update a contact/event database and opportunity tracker.
• Assist with preparing client proposals and pitch decks.
• Co-create bi-annual newsletters with company updates and industry insights.

SOCIAL MEDIA AND MARKETING SUPPORT:

• Share content and insights with the social media manager.
• Provide visual and written assets from recent events.
• Support internal communications related to company culture and upcoming events.

WHAT WE ARE LOOKING FOR:

• 2+ years of experience in events, hospitality, or project work (bar, festival, or event experience is a huge plus).
• Excellent organizational and communication skills.
• Confident multitasker with strong attention to detail.
• Positive, proactive, and solution-oriented mindset.
• Comfortable using Google Suite, Office 365, and similar tools.
• Valid driver’s license and reliable vehicle.
• Willingness to travel and work weekends/on-site during peak periods.

WHAT YOU WILL GET:

• A dynamic, supportive team environment.
• Exposure to major South African events and international clients.
• Development pathways into supervisory and management leadership roles.
• Overtime and tip pay for extra hours worked.
• 15 days of paid leave per year plus public holidays.
• Opportunities to contribute to creative strategy and departmental growth.
• Access to staff events and team getaways.