Job Description

The Events Coordinator will support the planning, coordination, and execution of events at Cavalli Estate. This role requires a balance of administrative efficiency, exceptional client service, and operational coordination. The ideal candidate is detail-oriented, proactive, and capable of managing multiple responsibilities while ensuring a premium experience for all clients and guests.

Key Responsibilities

Client & Vendor Interaction

Conduct site visits for prospective wedding and event clients. Establish and maintain professional relationships with clients and service providers. Act as a point of contact for local wedding couples and corporate clients with guest counts of 50 or fewer. Communicate effectively via phone and email with clients and vendors from confirmation through execution. Attend weekly Banqueting team meeting (Wednesdays at 10h00). Participate in weekly maintenance walkthroughs, inspecting all event spaces.

Administrative Duties

Respond to event and function enquiries promptly and professionally. Manage event bookings and calendar updates, including Dineplan entries. Create and maintain digital client folders with all necessary documentation. Draft and update function sheets for each event. Request and process invoices for staff and glassware hire. Print and file supplier invoices on a monthly basis. Ensure the banqueting phone line is answered and attended at all times.

Event Operations & Execution

Oversee logistics for assigned events, including catering, parking, transport, A/V, and overall event flow. Ensure all banqueting spaces are prepared and cleaned to standard daily, including the Conservatory and Function Venue. Enforce set-up and breakdown procedures according to SOPs. Ensure access control and secure all interleading doors and service gates during events. Brief all service providers prior to events in line with Cavalli SOPs. Oversee deep cleaning of event areas every Monday. Conduct thorough post-event maintenance checks and escalate issues accordingly.

Requirements

2+ years' experience in event coordination, hospitality, or similar field Strong organizational and multitasking abilities Excellent verbal and written communication skills Proficient in Microsoft Office Suite and familiar with booking systems (e.g., Dineplan) Professional demeanor and customer-focused approach Valid Driver's License Willingness to work flexible hours including weekends and evenings

Key Competencies

Attention to detail Problem-solving under pressure Strong interpersonal and relationship-building skills Time management and prioritization Initiative and accountability
Job Types: Full-time, Permanent

Pay: R10000,00 - R12000,00 per month

Work Location: In person

Application Deadline: 2025/08/10