Event Planner & Operations Coordinator – Stellenbosch

SUMMARY:
Are you a self-managed Planner experienced in managing the full spectrum event process from client consultation, concept development, detailed administration through to final execution?
 
Our client in the Stellenbosch Cape Winelands with their personalised Wedding/Function venue requires an individual with “attitude” to align and manage the important administration details that make up a successful event.
 
If you have a mature leadership presence, love working with people, are solutions-focused with strong administration coordinating the process detail then this will be the career move for you.

POSITION INFO:
REQUIREMENTS

• Matric and relevant qualification
• Driver’s license and own vehicle required
• Availability to work extended hours
• Strong understanding of profitability, GP targets, labour ratios, and cost control
• Ability to negotiate supplier agreements & protect margins, profit-focused decisions
• Mature leadership presence; confident leading strong personalities
• High ownership mindset, calm, decisive, and solutions-focused under pressure
• High emotional intelligence and conflict management capability
• Professional, sales confidence with strong presentation ability & communication skills
• Strong systems thinking, process improvement ability & attention to detail
• CRM literacy and disciplined documentation management
• Anticipates risk and plans proactively

• Take ownership of the full commercial, operational & experiential success of all events
• Conduct high-conversion venue viewings
• Assist with structured quotations and closing of sales
• Support booking pipeline stability
• Act as primary relationship owner post-sale
• Set clear expectations and manage scope
• Deliver a seamless five-star experience from planning to execution
• Protect brand reputation at all times
• Negotiate rates and enforce service standards
• Manage supplier compliance, access and breakdown
• Maintain strong, accountable supplier partnerships
• Align kitchen, bar, supervisors, maintenance, cleaning and suppliers
• Lead structured pre-event briefings
• Ensure role clarity, timelines, and accountability
• Own event profitability from confirmation to reconciliation
• Monitor revenue, labour, bar performance and supplier costs
• Support package development, pricing strategy and revenue growth
• Maintain accurate CRM records, eliminating and preventing errors
• Finalise and control BEOs and function sheets
• Lead and develop Event Supervisors
• Identify inefficiencies, improve planning & processes for scalability and profitability