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Stellenbosch

We are seeking a highly organized, creative, and hands‑on Event Coordinator to plan, coordinate, and execute a wide range of events at our prestigious wine estate, including weddings, private functions, corporate events, and wine experiences. The ideal candidate will have a strong background in event planning and hospitality, excellent attention to detail, and the ability to manage multiple projects simultaneously.

This is a dynamic, client‑facing role requiring excellent communication, logistical, and problem‑solving skills, along with the flexibility to work evenings and weekends as events require.

• Event Planning & Coordination
  • Plan, coordinate, and execute all events hosted at the wine estate, including weddings, celebrations, private functions, and corporate gatherings.
  • Meet with clients to understand their vision, preferences, and event requirements.
  • Prepare and present event proposals, quotations, and detailed itineraries.
  • Coordinate with the in‑house hospitality, kitchen, and vineyard teams to ensure smooth event execution.
  • Develop event layouts, floor plans, and schedules.
  • Conduct pre‑event briefings and post‑event evaluations.
  • Ensure all events reflect the estate's standards of excellence and brand image.
• Supplier & Stakeholder Management
  • Source and manage relationships with third‑party service providers such as florists, décor specialists, photographers, musicians, and caterers.
  • Drive to meet with suppliers and oversee setup and logistics on‑site.
  • Negotiate rates, confirm bookings, and ensure timely delivery of services.
  • Coordinate permits, contracts, and other documentation required for events.
• Client Relations
  • Serve as the main point of contact for clients from booking to event completion.
  • Conduct venue viewings and site visits with prospective clients.
  • Provide guidance and professional recommendations on décor, layout, and event flow.
  • Handle client queries, special requests, and last‑minute changes with professionalism and efficiency.
• Operational & Administrative Tasks
  • Maintain accurate records of bookings, budgets, invoices, and event documentation.
  • Create detailed event timelines and ensure all internal departments are informed of their roles.
  • Support marketing efforts by contributing to event‑related social media content or photography.
  • Uphold compliance with safety, health, and liquor licensing regulations.

• Minimum 3–5 years' experience in event coordination, preferably within a wine estate, hotel, or high‑end hospitality environment.
• Proven track record in managing weddings and large‑scale functions.
• Proficient in MS Office (Word, Excel, Outlook) and event management software (advantageous).
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Creative problem‑solving and quick decision‑making.
• Financial acumen and budget management skills.

• Valid driver's license and own reliable vehicle.
• Flexibility to work evenings, weekends, and public holidays as per event schedule.
• Professional appearance and client‑service orientation.

• Detail‑oriented with a passion for creating memorable experiences.
• Highly organized and able to perform under pressure.
• Excellent leadership and coordination skills.
• Strong sense of accountability and follow‑through.
• Creative flair with an eye for design and presentation.
• Enthusiastic, approachable, and professional demeanor.