Wedding and Events Coordinator at Stellenbosch Wine Estate
Helderberg Personnel · Stellenbosch, Western Cape
Overview
A prestigious wine estate in the Stellenbosch Winelands is looking for an experienced Wedding and Events Coordinator to manage weddings and events from enquiry to execution. This is a fixed term contract for the upcoming season, perfect for someone who loves hospitality, weddings, and delivering exceptional client experiences. You will also help generate new business and grow revenue.
About the role
Join a well established wine estate in the beautiful Stellenbosch Winelands as a Wedding and Events Coordinator for the upcoming wedding and events season. This is a fixed term contract, not a permanent position.
You will take ownership of the full coordination process from initial enquiry and booking through to event execution and post event follow up. The role blends proactive sales and business development with hands on event planning, client relationship management, and on site coordination. You will work closely with clients, wedding planners, internal departments, and suppliers to ensure seamless delivery of exceptional events.
Please note: This is a temporary appointment for the duration of the season. Applicants should be comfortable with the fixed term nature of the role.
Requirements
- 2 to 3 years of relevant experience in wedding or event coordination, preferably within an upmarket hospitality, wine estate, hotel, or premium events environment
- Proven ability to manage multiple bookings and events simultaneously with excellent organisational and administrative skills
- Strong client relationship management and customer service capabilities
- Experience coordinating suppliers, service teams, and multiple operational requirements
- Excellent verbal and written communication skills with confidence to engage professionally with discerning clients and industry stakeholders
- Computer literate, particularly in Microsoft Office; familiarity with event management or booking systems is advantageous
- Established industry contacts within the Western Cape wedding market is a distinct advantage
- Commercially astute with an ability to identify business opportunities and convert enquiries into bookings
- Self motivated, proactive, and capable of working independently
- Flexible availability including weekends and public holidays in line with the events schedule
- Own reliable transport
- Warm, personable, and naturally service oriented
- Exceptionally organised with strong attention to detail
- Professional, discreet, and well presented
- Calm, resourceful, and solutions driven under pressure
- Confident communicator and relationship builder
- Energetic, self motivated, and commercially focused
- A collaborative team player who takes ownership and initiative
Responsibilities
- Generate new wedding business, manage enquiries, and convert leads into confirmed bookings
- Manage client and wedding planner relationships throughout the planning process
- Conduct venue tours, prepare proposals and quotations, and manage contracts
- Coordinate weddings and events from initial planning through to on site execution and breakdown
- Prepare function sheets, floor plans, BEOs, and related event documentation
- Liaise with internal departments to ensure seamless event planning and delivery
- Coordinate and brief service teams, ensuring appropriate staffing and service standards
- Manage supplier relationships and ensure adherence to venue requirements and timelines
- Oversee event set up and on the day operations, resolving any issues as they arise
- Maintain accurate booking records, correspondence, and administration
- Conduct post event follow ups, obtain feedback, and encourage repeat business and referrals
Job details
- Organisation
- Helderberg Personnel
- Location
- Stellenbosch, Western Cape
- Job type
- Temporary
- Experience level
- Junior (2+ years)
- Category
- Hospitality & Tourism
- Application Method
- Apply online
Success Guide
This is a fantastic opportunity to work at a prestigious wine estate in the heart of Stellenbosch. Since it is a fixed term contract for the wedding season, highlight your ability to handle pressure and your passion for events. In your CV, emphasise any experience you have with weddings, events, or hospitality, especially if you have worked at a wine estate, hotel, or upmarket venue. Mention your organisational skills and your ability to work with clients and suppliers. If you have contacts in the Western Cape wedding industry, make sure to mention that. Be prepared to talk about how you handle stressful situations and solve problems on the day. Good luck!
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