Function and Events coordinator

Function Coordinator - Nooitgedacht Estate

Position Overview

The Function Coordinator plays a vital role in managing end-to-end event operations at Nooitgedacht Estate. Working within a two-person team, each Coordinator is solely responsible for handling their assigned clients event—from the initial viewing and booking stage through to post-event follow-up, including the return of breakage deposits. The Venue Director will allocate leads and viewings between the two Coordinators, with no overlap in client responsibilities. This full-cycle approach ensures accountability, excellent service continuity, and strong client relationships. Coordinators are also expected to meet monthly targets set by the Venue Director.

This is a dynamic, fast-paced, client-facing role that requires exceptional organisational ability, calmness under pressure, attention to detail, and weekend availability.

(Key Responsibilities)

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

(Required Skills & 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.

Job Type: Full-time

Pay: R18 000,00 - R20 000,00 per month

Work Location: In person

Information :

• Company : Nooitgedacht Wynmakery
• Position : Function and Events coordinator
• Location : Stellenbosch, Western Cape
• Country : ZA