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Events Coordinator

Remuneration:Cost to company 
Benefits:Pension Fund
Location:Cape Town, V&A Waterfront
Education level:Diploma
Job level:Junior/Mid
Own transport required:Yes
Company:Shimmy Beach Club

Job description

We are looking for an events coordinator to join our sales and events team at Shimmy Beach Club. The events coordinator will be responsible for overseeing all aspects of planning and management of events according to client’s requirements whilst maintaining Shimmy Beach Club’s events standards.

Please see the below requirements for this vacancy:

  • Relevant qualification in event coordination
  • Minimum of two years’ experience in coordination of events within the hospitality sector
  • Well trained in Microsoft Office (Outlook, Word, Excel)
  • Pastel experience advantageous
Key responsbilities
  • Full events coordination function for events up to 300 guests(could increase should it be operationally required)
  • Pro-actively and efficiently liaising with clients regarding their events
  • Creating event proposals/quotations which fit client requirements and presenting proposals by deadline
  • Maintaining a good working relationship with clients and all suppliers
  • Planning all event aspects and delegating event planning tasks to other staff members timeously
  • Conducting site visits and demonstrating to the client’s strong knowledge of the venue’s offering
  • Issuing invoices and collecting payments in a timely manner, and creating comprehensive and readable reports, when required
  • Managing and overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organising vendors
  • Creating sales opportunities for future events during client liaisons and during events, including possessing a strong working knowledge of the company to further these sales opportunities
  • Planning multiple events at once
  • Execution of the event, including running sheets, site visits, meet and greet clients, end of event wrap up, including strike and settlement of accounts
  • Follow up of each event including confirming with clients that the event met their requirements and seeking feedback for improvement
  • Assist with preparing budgets and provide periodic progress reports to the events manager
  • Maintain accurate and up-to-date records and files, for all event management projects
  • Keeps track of invoices, proof of payment and other documentation as needed
  • Maintains current information in databases for business contacts, consumer databases, suppliers, sponsors lists
  • Creates proposals, contracts and invoices for clients.
  • Develops function-specific organisational tools such as production timelines, contact lists, on-site
  • Provides research support and completes tasks efficiently required for event execution
  • Compiles post-event wrap up reports, evaluations and client summaries.


  • Excellent written and verbal communication skills
  • Results driven
  • Well-groomed with excellent telephonic etiquette
  • Pro-active business approach
  • High sense of responsibility
  • Emotionally mature in the work environment
  • Possess strong interpersonal and analytical skills
  • Ability to lead and motivate a team
  • Reliable/good at meeting deadlines
  • Ability to use initiative and multi-task at all times
  • Excellent time management, project management and negotiation skills
  • Able to work in a high-pressure environment
  • Able to work long hours and weekends/public holidays when required

Posted on 05 Feb 13:53

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Leyla Salimi

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