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