Event & Weddings Coordinator (Maternity Cover) - Cape Town, WC Western Cape - The Forum Company

    The Forum Company
    The Forum Company Cape Town, WC Western Cape

    1 week ago

    Tourism / Travel / Hospitality
    Description

    Do you want to be part of some of the most beautifully executed events in Cape Town?

    Would you enjoy working in a calm, refined environment set in the heart of the Southern Suburbs?

    Do you take pride in thoughtful planning, attention to detail, and creating experiences that bring people together?

    Are you at your best when supporting clients through meaningful moments, with professionalism and warmth?

    We are looking for you

    About Us

    The Forum Company is South Africa's leading venue and event management company, specialising in five-star venues, premium events, corporate conferencing, and high-end private functions. With five distinctive venues across Johannesburg and Cape Town, we are recognised for our refined hospitality, operational excellence, and thoughtful service delivery.

    About Our Venue

    Embassy Hill is a premium event and conference venue located in the Constantia Valley, Cape Town. Known for its understated luxury, natural surroundings, and calm atmosphere, the venue hosts weddings, corporate events, conferences, and private functions for discerning clients who value quality, professionalism, and attention to detail.

    Job Mission

    To plan, coordinate, and deliver weddings and corporate events during a maternity cover period, ensuring seamless execution in line with five-star venue standards. The Event & Wedding Coordinator is responsible for managing the full event lifecycle — from enquiry and planning through to on-site coordination and post-event follow-up.

    Job Outcomes (Key Deliverables)
    1. Client & Event Coordination

    Manage client enquiries, planning meetings, and confirmations for weddings and corporate events, ensuring a professional and responsive client experience.

    2. Event Planning & Administration

    Prepare accurate event proposals, timelines, function sheets, supplier briefs, and billing documentation, ensuring all operational requirements are clearly communicated.

    3. On-Site Event Management

    Coordinate live events on the day, managing schedules, suppliers, and internal teams to ensure smooth event flow and high service standards.

    4. Supplier & Stakeholder Management

    Liaise with approved suppliers including décor, audiovisual, florists, entertainment, and photographers to ensure alignment with venue standards and client expectations.

    5. Operational Collaboration

    Work closely with Culinary, Operations, Logistics, and Venue teams to ensure events are delivered accurately and efficiently.

    6. Quality Control & Issue Resolution

    Monitor service delivery and resolve issues proactively, maintaining a calm, professional presence in a live event environment.

    Key Skills & Experience
    • Experience in event coordination, wedding coordination, or hospitality operations
    • Exposure to five-star venues, hotels, or premium event environments
    • Strong administrative and organisational skills
    • Ability to manage multiple events simultaneously
    • Excellent communication and client-facing skills
    • High attention to detail and time management
    • Comfortable working weekends and flexible hours as required for events
    Cultural Fit & Core Values
    • Strong alignment with The Forum's purpose: to enhance lives through shared experiences
    • Professional, calm, and service-oriented approach
    • Pride in quality, presentation, and reliability
    • Collaborative team player with strong interpersonal skills
    • Discretion and integrity when working with private and corporate clients
    Collaboration

    Works closely with internal departments including Sales, Culinary, Operations, Logistics, and Venue Management to ensure consistent event delivery and client satisfaction

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