Events Coordinator

Reference: 10408 NB
Consultant: Nine Broodryk 

Job Description: 

• Client Consultation & Event Planning
  • Meet with clients to understand event themes, timelines, budgets, and special requests.
  • Offer guidance on layouts, catering, décor, entertainment, and vendors.
  • Prepare event timelines and logistics schedules.
  • Coordinate with internal teams (kitchen, cleaning, maintenance, security) to meet client requirements.
• Marketing & Viewings
  • Attend viewings allocated by the Venue Director.
  • Gather event photos and video content for marketing purposes.
  • Post reels and photos (especially of weddings) to social media platforms.
  • Assist with business development and promotional initiatives in collaboration with the marketing team.
• Venue Staff Management (Waiters & Bar Staff)
  • Ensure proper training and professional presentation of all bar and service staff.
  • Plan and manage staff rosters before, during, and after functions.
  • Record and submit accurate hours and payment details to the Financial Manager.
  • Oversee and update staff contracts to meet compliance standards.
• Vendor Coordination
  • Identify, recommend, and maintain strong relationships with preferred vendors.
  • Manage vendor timelines for setup, delivery, and breakdown.
  • Negotiate vendor terms and ensure contract compliance.
• Event Setup & Execution
  • Ensure event setup meets agreed specifications (furniture, décor, equipment, etc.).
  • Manage the entire function on the day, handling last-minute changes or issues.
  • Supervise staff and suppliers to ensure seamless delivery.
• Stock & POS Management
  • Conduct daily, weekly, and monthly stocktakes of furniture and bar stock.
  • Monitor bar stock levels before and after events.
  • Follow POS procedures to ensure accurate sales tracking and reporting.
• Maintenance & Breakages
  • Report all maintenance issues immediately to the Maintenance Manager.
  • Manage breakages and submit reports to the Financial Manager and Operations Director.
  • Facilitate deductions and replacements using breakage deposits as needed.
• Customer Service
  • Communicate clearly with clients throughout the planning and execution phases.
  • Address client queries and concerns professionally and promptly
  • Offer on-the-spot problem-solving to ensure client satisfaction during the event.
• Post-Event Follow-Up
  • Oversee clean-up and return of rentals.
  • Collect and record client feedback for continuous improvement.
  • Finalise documentation and arrange for return of breakage deposits.
• Financial Administration
  • Assist in managing event budgets, quotations, and invoices.
  • Liaise with the Financial Manager to ensure payment schedules and refund processes are adhered to.
  • Record and monitor vendor and staff expenses.
• Health & Safety
  • Enforce health and safety standards during events.
  • Ensure vendors and staff comply with venue regulations.
  • Conduct staff health and safety briefings where necessary.
• CRM & Admin Systems
  • Log all client, event, and financial details accurately in the CRM system.
  • Ensure all workflow procedures are followed for consistency and traceability.
• Performance Expectations
  • Convert leads and viewings into successful bookings.
  • Maintain strong client relationships and receive positive feedback.
  • Meet monthly performance targets and event delivery KPIs.
  • Keep event budgets, staffing, and logistics within agreed timeframes and cost estimates.

Qualifications: 

• Minimum 2 years’ experience in event coordination or hospitality management.
• Strong planning, time management, and administrative skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Google Workspace, Microsoft Office, CRM systems, and POS software.
• Confidence to manage a team, lead events independently, and handle high-pressure situations.
• Flexibility to work evenings, weekends, and public holidays as needed
  

How to Apply: 

• Email your comprehensive CV to exceedhr@exceed.co.za. 
• If you are already registered, please forward your CV and the relevant reference number to the consultant with whom you are currently registered in order to avoid duplicity on our system. 
• We reserve the right to only conduct interviews with candidates of choice. 
• Applicants who have not received feedback within 30 days from the closing date must please accept their application as unsuccessful. 

Submit CV

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