5 Wedding Planner jobs in South Africa

• Design and implement eventing and training across the company.
• Manage internal communication activities.
• Organize events such as product launches, training, and company experiences.
• Design, plan, and coordinate company staff and customer events/experiences.
• Manage invitations, budgeting, event planning, and execution.

Training Event Logistics:

• Coordinate training stock and shipments to ensure timely delivery.
• Manage operational event elements: lighting, sound, and projector facilities for training events.
• Oversee the execution of the event checklist to ensure all aspects are covered.

Marketing Collateral and Promotional Material Management:

• Manage merchandise stock and inventory efficiently.
• Production quotes, vendor coordination, and distribution.
• Plan and execute stock logistics for expos, including communication with accounts, freight services, and booth builders.
• Maintain communication with event organizers to ensure all requirements are met.
• Coordinate with various vendors (electricity, booth builders, catering) to ensure a smooth expo experience.
• Manage staff and roster for expos to ensure adequate coverage and support.

Travel Coordination in conjunction with events:

• Arrange flights and accommodations for staff and relevant stakeholders for company events.

Database Management:

• Facilitate the collection of customer contact details at events.
• Build and manage databases of clients, end-users, installers, etc. to support sales.

Experience:

• Brand marketing/eventing/event management experience.
• Experience in marketing, advertising, and communications.

Skills:

• Creative and energetic.
• Ability to manage and collate budgets.
• Time and project management skills.
• Good verbal and written communication.

Qualifications:

• Previous experience in event logistics, stock management, and expo planning.
• Strong organizational and coordination skills.
• Excellent communication skills for effective interaction with vendors, event organizers, and team members.
• Proficiency in database management and data collection.
• Ability to handle multiple tasks simultaneously and work under pressure.
• Detail-oriented and committed to delivering high-quality event experiences.

Market Related Salary

Please only apply for this position if you meet all the requirements.

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SUMMARY:

Recruiter:

Phoenix Recruitment

Job Ref:

JHB000432/DB

Date posted:

Wednesday, June 4, 2025

Location:

Midlands , South Africa

Salary:

Monthly

SUMMARY:

Luxury Hotel in the Natal Midlands is seeking a detail-oriented, customer-focused Wedding Sales Coordinator to join their events team.

The ideal candidate will have a passion for weddings and hospitality , a flair for sales and the ability to manage multiple tasks in a high-paced environment.

This role is integral to creating exceptional wedding experiences for clients, from the first inquiry to the final toast.

POSITION INFO:

Duties:

Sales & Client Coordination:

Respond to wedding inquiries via phone, email, and in-person consultations.

Present wedding packages, menus, and venue information professionally and persuasively.

Guide clients through the planning and booking process with a customer-first approach.

Maintain accurate records of client interactions, booking details, and special requests.

Administrative Support:

Prepare contracts, proposals, booking forms, and Banquet Event Orders (BEOs).

Track bookings, deposits, and payments; assist with final invoicing.

Support the Group Sales Manager in managing room blocks and rooming lists.

Update and maintain internal systems and filing to ensure smooth operations.

Internal Coordination:

Liaise with departments including Food & Beverage, Housekeeping, and Events to ensure smooth execution of each wedding.

Attend weekly BEO meetings to communicate event specifics across teams.

Assist in distributing event documents and updates to internal stakeholders.

Marketing & Promotion Support:

Assist in assembling promotional materials and wedding information packs.

Support marketing campaigns and trade show preparation as needed.

Coordinate with vendors and suppliers when required.

Requirements:

Grade 12

A formal qualification

Experience working with Opera Sales & Catering

Experience in wedding or event coordination, hospitality sales, or related customer-facing roles.

Strong interpersonal and communication skills, both verbal and written.

Excellent organizational and multitasking abilities.

Proficiency in Microsoft Office (Word, Excel, Outlook)

Professional demeanour and high attention to detail.

Ability to work evenings, weekends, and public holidays based on event schedules.

• Seniority level Entry level

• Employment type Contract

• Job function Sales and Business Development
• Industries Advertising Services

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• Experience in venue coordination, wedding planning, or event management
• Excellent interpersonal and communication skills, both written and spoken
• Strong organizational and time-management abilities
• Calm under pressure with a proactive problem-solving mindset
• A good understanding of wedding trends, etiquette, and logistics
• A team player who can also work independently and take initiative
• Comfortable working outdoors and in a rural setting
• Flexible and available to work weekends as required

• Oversee daily venue operations to ensure the property is clean, well-maintained, and ready for events
• Conduct venue viewings and lead client walk-throughs every Friday
• Be on-site for 12 hours during Friday evening events when required
• Manage stock takes, inventory, and order supplies as needed
• Schedule and oversee on-site staff to ensure high performance and readiness
• Attend weekly team meetings on the farm to align on upcoming events and tasks
• Collaborate with the Wedding & Events Manager to coordinate logistics and vendor communication
• Create detailed timelines and run sheets for weddings and events
• Act as the on-site coordinator during event weekends, managing set-up, supplier arrivals, décor placement, and any special requests
• Liaise with all vendors to ensure smooth setup and breakdown
• Troubleshoot any issues on the day with a calm, solution-focused attitude
• Assist with accommodation needs for the wedding party, including preparation, guest communication, and coordination with the event schedule
• Deliver an exceptional client experience from first viewing through to event completion

As an Event Planner for Crew Life at Sea, your primary responsibility will be to assist in organizing and preparing events across Africa to interview cruise ship crew members. These interviews will be conducted on a one-on-one basis by cruise ship acquisition talent interviewers. Additionally, you will be responsible for organizing, booking, and preparing the entire trip from start to finish for over 10 high-end clients.

Responsibilities:

• Event Coordination:
  • Collaborate with the recruitment agency and cruise ship acquisition talent interviewers to understand the event requirements, objectives, and timeline.
  • Assist in selecting suitable event venues and locations across Africa that meet the specific needs and preferences of the clients and interviewers.
  • Coordinate and manage event logistics, including transportation, accommodations, catering, and audiovisual equipment.
  • Liaise with vendors, suppliers, and service providers to ensure smooth event operations and timely delivery of services.
  • Develop and maintain event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
• Travel and Accommodation Arrangements:
  • Plan and arrange travel logistics for the cruise ship crew members, including flights, visas, and transportation to and from event venues.
  • Coordinate with hotels, resorts, or other accommodations to secure suitable and comfortable stays for the clients and interviewers.
  • Ensure all necessary documentation, such as passports and visas, is obtained in a timely manner for the clients and interviewers.
• Client Management:
  • Serve as the main point of contact for the high-end clients, ensuring clear and effective communication throughout the event planning process.
  • Understand the unique needs and preferences of each client, providing personalized and exceptional service to enhance their experience.
  • Maintain strong relationships with clients, addressing any concerns or issues promptly and professionally.
• Event Marketing and Promotion:
  • Collaborate with the marketing team to develop event promotional materials and strategies to attract cruise ship crew members to attend the interviews.
  • Utilize various marketing channels, such as social media, email marketing, and industry networks, to reach potential candidates.
  • Monitor and evaluate the effectiveness of marketing campaigns, making necessary adjustments to optimize results.
• On-site Event Management:
  • Oversee event set-up, ensuring that all necessary equipment and materials are in place for smooth operations.
  • Coordinate the arrival and check-in process for the clients, interviewers, and cruise ship crew members.
  • Provide on-site support and troubleshoot any issues that may arise during the event.
  • Ensure all participants adhere to the event schedule and guidelines.

Qualifications:

• Proven experience in event planning and coordination, preferably with a focus on high-end or corporate events.
• Strong organizational and time management skills, with the ability to multitask and meet tight deadlines.
• Excellent communication and interpersonal skills to effectively liaise with clients, vendors, and stakeholders.
• Attention to detail and a strong sense of professionalism.
• Knowledge of the cruise ship industry and recruitment processes is an asset.
• Proficient in event management software and tools.
• Ability to travel and work flexible hours, including evenings and weekends, as required.

Note: This job description is a general overview of the typical responsibilities and qualifications for an event planner assisting Crew Life at Sea. Specific duties and requirements may vary based on the needs and expectations of the company.