Wedding Co-Ordinator & Venue Supervisor

ADMINISTRATION

• Arrange appointments between prospective and confirmed clients and the Founder.
• Assist with the planning, logistics and operations for the functions coordinated by the Founder.
• Develop and manage a professional working relationship with all clients and service professionals.
• Review and continually improve administrative systems to ensure the presentation of the documentation is organized for maximum efficient and premium client service.
• Assist with marketing material, special packages, promotional initiatives, and the overall brand appeal in collaboration with marketing personnel.
• Maintaining and update storage and general management of the one drive folders.
• Wedding wrap-up communication for completed events including testimonial request and overseeing required refunds.

ON-THE-DAY COORDINATION

• Assist with the planning, logistics and operations for the functions.
• Liaise initial quotes from third party service providers that will include décor and concept designers, stage and lighting specialists, entertainment and music suppliers, chefs and caterers, stationery consultants, florists’ designers, and service arrangements.
• Liaise with floorplan designer to create event floor plans.
• Drafting and distribution of final programme and floorplan to all suppliers
• Liaise and assist with the setup and breakdown of assigned functions and monitor the function ongoings during assigned periods.
• Conclude all required function documentation.

VENUE SUPERVISION

• Meet with clients and conduct site visits.
• Respond to enquiries with a 24hr response time including all supporting documentation.
• Confirm events and control calendar, couple folders, nights bridge, dine plan entries.
• Creation of function summary and function sheets on a weekly basis.
• Staff and glassware ordering and liaising.
• Review and sort our drive on a regular basis (Update documents and ensure all organized)
• Overseeing invoices and cash ups before and after the completion of an event.
• Updating of financial documentation (Commission, Venue Management, Coordination)
• Be present at functions from start to finish. (Setup, Event and Breakdown)
• Oversee the execution of logistics and operations for assigned the events. (Security, parking, staffing, food and beverage service)
• Required meetings with venue owners
• Liaising with the different departments of the Estates

Experience:

• We are open to candidates with experience in a previous venue, hospitality, or wedding planning position.

Requirements:

• Driver’s license and personal vehicle
• Reside in Somerset West, Stellenbosch or surrounding area.

Skills:

• Computer literacy – experience in Excel, Word and Outlook emails
• Verbal and written articulacy
• Professional discretion
• Efficiency
• Well-developed time management skills
• Strong organizational skills