Description

Role: Event Coordinator

Location: Workshop17 Newlands Cricket Ground

Benefits: Medical Aid & Provident Fund contribution

Remuneration: R16,000.00 - R18,000.00 (Basic)

Job brief

The Event Coordinator is responsible for interpreting and delivering detailed event briefs, ensuring a clear understanding of the client’s vision and objectives to create a successful, memorable experience. You will be expected to proactively anticipate client needs, meticulously plan, organise, and confirm every detail, and uphold a consistently high standard of service before, during, and after each event.

A key aspect of this role is identifying and pursuing new opportunities to expand our network and client base. You should approach venue management with an entrepreneurial mindset, maximising its potential and creating value.

Clear, consistent communication with the location team, event catering, café, and hotel staff is essential to ensure all parties receive and understand their briefs, enabling seamless collaboration from start to finish. You will oversee the full event lifecycle, ensuring each stage runs smoothly and efficiently.

In addition to event coordination, you will support the Location Manager and on-site team with community-related initiatives, contributing to the delivery of exceptional customer service for our members and guests.

General Scope of Work 

Pre-event

• Manage the full event and meeting booking process, including scheduling and coordinating event timelines.
• Communicate effectively with clients to confirm requirements, address queries, and ensure expectations are met.
• Prepare and set up event contracts, conducting thorough needs analyses covering layout, catering, parking, and other key event logistics.
• Accurately upload and maintain event details across all relevant platforms, including the CRM, W17 platform, and the central overview sheet.
• Lead weekly pre-event meetings with the event team to review upcoming functions and align on responsibilities.
• Ensure all technical and audiovisual equipment is tested in advance and fully operational for each event.
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Event Coordination

• Manage all client needs on-site, ensuring a seamless and positive event experience.
• Act as the primary point of contact during events, addressing any queries or concerns promptly.
• Coordinate and oversee all catering requirements, both prior to and throughout the event.
• Ensure all event and meeting spaces are clean, well-presented, and regularly reset as needed.
• Oversee audiovisual setups, conducting regular checks to ensure equipment functions smoothly.

Post-event

• Oversee the breakdown of the venue after each event, ensuring all areas are restored to the standard setup.
• Gather client feedback post-event and conduct timely follow-ups to maintain strong relationships and identify areas for improvement.

Business Development

• Build and maintain strong relationships to encourage repeat business and generate client referrals.
• Prepare compelling and professional first responses and tailored quotes to secure new bookings.
• Manage the full leads process, from initial client engagement to updating and tracking progress in the CRM.

Team Player/Management

• Assist with reception duties, including handling member queries and providing exceptional front-facing service.
• Support the Community team in delivering engaging member experiences and initiatives.
• Support the Location Manager in fostering a positive team climate by setting expectations, providing feedback, encouraging open communication and coordinating team meetings.
• Lead, guide, and coordinate the Eventing team to ensure smooth operations and successful event delivery.

Financial Management

• Maintain a clear financial overview of events, ensuring budgets and expenditures align with business case targets.
• Adhere to all finance deadlines and support the Location Manager in ensuring timely and accurate financial processes. This includes ensuring that invoices and purchase orders are raised accurately, in the correct financial period and issued promptly.
• Ensure all suppliers are set up in the system without delay to meet payment deadlines and maintain positive vendor relationships.
• Maintain the Event Debtors Sheet, ensuring it is up to date, free of outstanding debt, and that all payments are received prior to the event.

Ideal Qualifications/Experience

Education: 

• A diploma or degree in Event Management, Hospitality, Business Administration, or a related field is preferred.
• Certifications in Event Planning or Customer Service are a plus.

Experience:

• Minimum 2–4 years’ experience in event coordination, hospitality, or a similar client-facing role involving end-to-end event management.
• Proven ability to manage the full event lifecycle: pre-event planning, on-site coordination, and post-event follow-up.
• Experience preparing and managing event contracts and conducting detailed needs analyses covering venue layout, catering, parking, and technical requirements.
• Demonstrated success in coordinating teams and vendors to ensure flawless event execution, including technical and AV setup and testing.
• Track record of building strong client relationships, managing enquiries, and driving repeat business and referrals.
• Skilled in managing financial administration related to events, including budgeting, purchase orders, invoicing, and debtor management.
• Proficient in using CRM systems and event management platforms.
• Experience leading small teams or coordinating across departments to deliver seamless event experiences.

Skills and Competencies:

• Excellent interpersonal and communication skills, capable of acting as the primary client liaison and point of contact.
• Strong organisational and multitasking abilities, with attention to detail and the ability to work under pressure.
• Problem-solving mindset, proactive in identifying and resolving challenges before and during events.
• Financial acumen to monitor budgets, control costs, and ensure timely financial administration.
• Tech-savvy, comfortable with event technology, audiovisual equipment, and digital platforms.
• Customer-focused with a friendly and professional demeanor.
• Reliable, adaptable, and a collaborative team player with leadership potential.

Working at Workshop17 

Ready to join Africa’s #1 co-working space? Where individuals, teams and companies choose to work, meet and event. Our 14 unique locations across Johannesburg, Cape Town, Paarl, Ballito and Mauritius offer our members a fully serviced, flexible, high-tech, co-working space, providing a platform for innovation, community, learning and culture.

Why work for us?

Besides being the best co-working place in Africa, we’re a dynamic and passionate team that works smart, in an energetic, fast-paced culture of service, responsibility and creative problem-solving. Goal-orientated? Ambitious? We’re all about upskilling, learning and self-improvement. Suppose you are a straight-talking, multi-tasking individual who’s all about customer service and can effortlessly handle heavy workloads and everyday glitches. In that case, we want you to be part of our growing team at Workshop17 Newlands.