Overview

Are you passionate about creating exceptional event experiences from concept to completion? We are looking for a highly organised, client-focused, and solutions-driven Event Coordinator to join our Client’s Event Management team.

The successful candidate will play a key role in planning, coordinating, and executing events that exceed client expectations while ensuring operational excellence, financial compliance, and seamless stakeholder communication.

The Role

Our Client manages a diverse range of events, with a strong focus on corporate and institutional events within the Stellenbosch University environment. This includes conferences, workshops, seminars, meetings, networking events, launches, formal functions, celebrations and other special events. The Events Coordinator would need to be comfortable managing different types of events rather than specialising in only one particular event category.

The Events Coordinator forms part of the Events & Hospitality team, which manages our Client’s events, venue rental and related hospitality services. The role works closely with the Unit Manager, operational team and other coordinators, as well as internal Stellenbosch University stakeholders, service providers and clients. You will form part of a team of 25 so we are looking for someone who is hands on and comfortable taking ownership of an event from enquiry and planning through to execution and post event administration. 

The role requires someone who can adapt their planning and coordination approach according to the scale and complexity of each event.

We are particularly looking for an experienced Events Coordinator who is able to work independently, has strong attention to detail and client service skills, and can confidently manage multiple events and priorities simultaneously.

Key Responsibilities

Event Planning & Execution

• Coordinate all event logistics including suppliers, décor, catering, venues, technical requirements, and operational resources in line with Company SOPs.
• Plan and track event timelines to ensure all milestones are achieved timeously.
• Develop and manage detailed event project plans, including budgets, risk assessments, and contingency plans.
• Monitor event progress and proactively resolve operational challenges or risks.
• Ensure all permits, licenses, and compliance documentation are obtained and maintained.
• Conduct post-event evaluations and prepare detailed reports identifying successes and improvement opportunities.
• Maintain accurate records of bookings, client communication, operational milestones, and event documentation.

Client Relationship Management

• Serve as the primary point of contact for clients throughout the event lifecycle.
• Build and maintain strong relationships with internal and external stakeholders.
• Manage client expectations through regular updates and proactive communication.
• Coordinate pre-event planning meetings and ensure client requirements are effectively actioned.
• Conduct post-event debriefs and gather feedback to improve service delivery.
• Deliver exceptional service through professionalism, responsiveness, and solution-oriented support.

Operational Excellence

• Ensure timely completion of reconciliations and milestone tracking.
• Utilise operational tools and reporting systems to maintain effective workflow management.
• Ensure compliance with health, safety, municipal, and organisational requirements.
• Troubleshoot and resolve operational conflicts in collaboration with stakeholders.
• Ensure all Company SOPs, policies, and procedures are consistently followed.

Financial Management

• Prepare and manage event budgets in line with financial targets.
• Ensure accurate event reconciliations and adherence to discounting procedures.
• Maintain compliance with finance guidelines and Company SOPs.

Product & Service Excellence

• Ensure product quality and service standards consistently meet or exceed expectations.
• Monitor client satisfaction and identify opportunities to enhance the guest experience.

Minimum Requirements

Event Planning & Execution

• Coordinate all event logistics including suppliers, décor, catering, venues, technical requirements, and operational resources in line with Company SOPs.
• Plan and track event timelines to ensure all milestones are achieved timeously.
• Develop and manage detailed event project plans, including budgets, risk assessments, and contingency plans.
• Monitor event progress and proactively resolve operational challenges or risks.
• Ensure all permits, licenses, and compliance documentation are obtained and maintained.
• Conduct post-event evaluations and prepare detailed reports identifying successes and improvement opportunities.
• Maintain accurate records of bookings, client communication, operational milestones, and event documentation.

Client Relationship Management

• Serve as the primary point of contact for clients throughout the event lifecycle.
• Build and maintain strong relationships with internal and external stakeholders.
• Manage client expectations through regular updates and proactive communication.
• Coordinate pre-event planning meetings and ensure client requirements are effectively actioned.
• Conduct post-event debriefs and gather feedback to improve service delivery.
• Deliver exceptional service through professionalism, responsiveness, and solution-oriented support.

Operational Excellence

• Ensure timely completion of reconciliations and milestone tracking.
• Utilise operational tools and reporting systems to maintain effective workflow management.
• Ensure compliance with health, safety, municipal, and organisational requirements.
• Troubleshoot and resolve operational conflicts in collaboration with stakeholders.
• Ensure all Company SOPs, policies, and procedures are consistently followed.

Financial Management

• Prepare and manage event budgets in line with financial targets.
• Ensure accurate event reconciliations and adherence to discounting procedures.
• Maintain compliance with finance guidelines and Company SOPs.

Product & Service Excellence

• Ensure product quality and service standards consistently meet or exceed expectations.
• Monitor client satisfaction and identify opportunities to enhance the guest experience.

Minimum Requirements

• Diploma or Degree in Event Management, Hospitality, Marketing, or related field.
• Minimum 2–3 years’ experience in event coordination or event management.
• Strong organisational and project management skills.
• Excellent communication and interpersonal skills.
• Ability to manage multiple projects in a fast-paced environment.
• Strong problem-solving and conflict-resolution abilities.
• Financial administration and budgeting experience advantageous.
• Proficiency in Microsoft Office and event management systems/tools.

Remuneration Details

Dependant on Experience. The remuneration package is structured on a Cost to Company basis. Benefits included.

Consideration

Candidates, who are already residing in Winelands Region will receive preference. We can only consider South African Citizens or applicants who hold a valid South African Permanent Residence! No Work Permit applications will be accepted! Applicants, who live in other provinces of South Africa still need to attend personal interviews and if requested to do any cook-offs, will do so completely at their own expense. We handle high volumes of applications daily and will only be able to reply, via e-mail, to candidates who have met our clients’ requirements.

Due to the high volume of CV’s received, only shortlisted candidates will be contacted.

All applications submitted must contain:

• Updated CV with contactable references
• Certified Tertiary Educational documents
• Certified Written Reference Letters
• Recent presentable profile photo

How to apply

Email us at info@pmrecruitment.co.za

OR