Title: Assistant Event Coordinator & Team PA

Salary: R180, - R240,000 (per annum)

Position type: Full time

Position available: Immediately (BEE open)

Luxurious 5-star wedding and event venue, wishes to appoint a well-groomed, experienced Events & Wedding coordinator who will work very closely with high- end clientele in planning spectacular bespoke weddings & events. Work alongside the Event Manager and the dynamic, efficient company Team.

Basic Criteria: An event co-ordinator with a relevant event planning qualification (an advantage) with at least 1 years-experience as an Event Planner & coordinator in a similar environment.

Main Responsibilities (but not limited to):

•    Responding to client event enquiries immediately in a specified format.

•    Securing wedding and event bookings as per the company budget  / targets and requirements.

•    Arrange and perform client on site orientations, mock-ups and other client meetings in showcasing the venue complex to secure paying clientele.

•    Explaining and discussing the significance of all "rituals" available for wedding functions.

•    Taking notes of clients needs and suggestions for their individual functions, setting budgets and quotations.

•    Regular follow up on clients & meetings.

•    Maintain the event calendar in written and digital format.

•    General office admin & filing

•    Efficient, friendly and willing support to all co-team members within own & other departments.

•    Prepare presentation boxes for first meetings with clients.

•    Prepare budget estimates / quotations for client functions and adjusting of such estimates.

•    Assist the Event Manager to obtain and confirm quotations and contracts with service providers and suppliers prior to each function.

•    Provide a quality customer service : in answering telephones, email and direct communication enquiries with clients, staff, service providers and suppliers.

•    Assist with event set-ups & full preparation for events /functions

•    Assist with venue stock control & décor items, stock sheets & support with replacing items.

•    Research of function décor ideas, new trends and keeping a "showcase" file ready for customers to view.

•    Assist with all events as and when required

•    Weekend and after hours work when and if required.

•    Bar setup, ordering stock for events, pricing, stock take & reconciliation after an event.

•    Update social media posts with imagery and content under Marketing Manager direction.

General Team Assistant Duties:

•    Receive team HR and other documentation, update digital records

•    Manage support staff overtime record keeping and hours worked

•    Assist Farm Labourer Manager with quotations, correspondence, follow-up calls, maintenance etc.

•    Excel spreadsheets - profitability reports, budgets, reconciliations.

•    Manage housekeeping and cleaning staff, for accommodation and venue etc when required.

•    Manage reservations for on-site accommodation

Requirements & Qualifications

•    1-year experience in event planning & coordinating in a similar environment.

•    Relevant event planning qualification.

•    Communication - be able to communicate with all levels of staff & guests effectively, verbally and written in English. (Verbal and written Afrikaans an advantage).  

•    People & team orientated, friendly, enthusiastic and well presentable.

•    Attention to detail in the execution of all events and client requirements.  

•    Be able to work well under pressure.

•    Experience in MS Excel, MS Word & MS Outlook.

•    Excellent interpersonal & organizational skills.

•    Creative & innovative

•    Energetic

•    Proactive

•    Flexible to work in all areas

•    Excellent time management skills

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