SUMMARY:

WEDDING & EVENTS COORDINATOR

(FIXED-TERM CONTRACT)

POSITION INFO:
PLEASE NOTE: This is a fixed-term contract appointment for the duration of the upcoming wedding and events season and is not a permanent position. Applicants should be comfortable with the temporary nature of the appointment.

PURPOSE OF THE ROLE:  To manage and coordinate the full wedding and events function, ensuring the seamless delivery of exceptional events while maintaining high standards of client service, operational efficiency and commercial performance.
The role combines proactive sales and business development with hands-on event planning, client relationship management and on-site coordination.

KEY RESPONSIBILITIES

• Generate new wedding business, manage enquiries and convert leads into confirmed bookings
• Manage client and wedding planner relationships throughout the planning process
• Conduct venue tours, prepare proposals and quotations, and manage contracts
• Coordinate weddings and events from initial planning through to on-site execution and breakdown
• Prepare function sheets, floor plans, BEOs and related event documentation
• Liaise with internal departments to ensure seamless event planning and delivery
• Coordinate and brief service teams, ensuring appropriate staffing and service standards
• Manage supplier relationships and ensure adherence to venue requirements and timelines
• Oversee event set-up and on-the-day operations, resolving any issues as they arise
• Maintain accurate booking records, correspondence and administration
• Conduct post-event follow-ups, obtain feedback and encourage repeat business and referrals

• 2–3 years' relevant experience in wedding or event coordination, preferably within an upmarket hospitality, wine estate, hotel or premium events environment
• Demonstrated ability to manage multiple bookings and events simultaneously, with excellent organisational and administrative skills
• Strong client relationship management and customer service capabilities
• Experience in coordinating suppliers, service teams and multiple operational requirements
• Excellent verbal and written communication skills, with the confidence to engage professionally with discerning clients and industry stakeholders
• Computer literate, particularly in Microsoft Office; familiarity with event management or booking systems advantageous
• Established industry contacts and relationships within the Western Cape wedding market will be a distinct advantage
• Commercially astute, with an ability to identify business opportunities and convert enquiries into bookings
• Self-motivated, proactive and capable of working independently
• Flexible availability, including weekends and public holidays, in line with the events schedule
• Own reliable transport

• Warm, personable and naturally service-oriented
• Exceptionally organised with strong attention to detail
• Professional, discreet and well-presented
• Calm, resourceful and solutions-driven under pressure
• Confident communicator and relationship builder
• Energetic, self-motivated and commercially focused
• A collaborative team player who takes ownership and initiative