Description:
Location: StellenboschPosition Overview
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.
Key Responsibilities
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 estates 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. Key Requirements
Experience: Minimum 35 years experience in event coordination, preferably within a wine estate, hotel, or high-end hospitality environment. Proven track record in managing wed
19 Dec 2025;
from:
gumtree.co.za