Events & Wedding Coordinator / Reservations Department-Live in, Magaliesburg

We are now recruiting for a Events & Wedding Coordinator in the Reservations Department to be based onsite.

JOB DESCRIPTION

Events & Wedding Coordinator / Reservations

Department

Sales, Reservations & Events

Reports To

General Manager

Employment Type

Permanent – Full Time

POSITION PURPOSE

The Events & Wedding Coordinator / Reservations is responsible for planning, coordinating and executing weddings, conferences, functions and special events while managing guest accommodation reservations. The role ensures exceptional guest experiences from the initial enquiry through to departure by providing professional sales, planning, coordination and reservation services aligned with the standards of a 4-Star hospitality establishment.

The incumbent serves as the primary contact for wedding couples, event organizers, travel agents, corporate clients and individual guests, ensuring smooth communication between clients and all operational departments.

KEY PERFORMANCE AREAS

1. Wedding & Event Coordination

• Respond promptly to all wedding and event enquiries.
• Conduct site inspections with prospective clients.
• Prepare quotations, proposals and contracts.
• Secure bookings and deposits.
• Coordinate wedding planning meetings with clients.
• Prepare detailed function sheets and event schedules.
• Liaise with:

• Food & Beverage
• Executive Chef
• Front Office
• Housekeeping
• Maintenance
• Grounds
• Spa
• Security
• Entertainment suppliers

• Coordinate all event logistics.
• Ensure venues are prepared according to agreed specifications.
• Oversee event setup and décor.
• Ensure weddings and events run according to schedule.
• Resolve guest concerns professionally.
• Attend functions where required.
• Conduct post-event follow-ups.

2. Reservations Management

Manage all accommodation reservations received via:

• Telephone
• Email
• Website
• Booking platforms
• Travel agents
• Corporate clients

Responsibilities include:

• Processing reservations accurately.
• Confirming bookings.
• Updating reservation systems.
• Monitoring room availability.
• Maximising occupancy.
• Applying correct rates.
• Managing room allocations.
• Preparing arrival lists.
• Processing amendments and cancellations.
• Ensuring reservation accuracy.
• Managing group bookings.
• Coordinating room blocks for weddings and conferences.

3. Sales & Revenue Generation

• Promote lodge facilities.
• Upsell accommodation.
• Upsell spa treatments.
• Upsell dining experiences.
• Upsell activities.
• Upsell wedding packages.
• Promote conference facilities.
• Generate additional revenue opportunities.
• Achieve monthly sales targets.
• Follow up on quotations.
• Convert enquiries into confirmed bookings.

4. Client Relationship Management

Develop and maintain positive relationships with:

• Wedding couples
• Corporate clients
• Conference organisers
• Tour operators
• Travel agents
• Suppliers
• Vendors

Provide exceptional customer service before, during and after every event.

5. Administration

Maintain accurate records including:

• Contracts
• Quotations
• Deposits
• Invoices
• Event files
• Function sheets
• Guest correspondence
• Reservation records

Ensure documentation complies with company procedures.

6. Financial Responsibilities

• Issue quotations.
• Confirm deposits.
• Follow payment schedules.
• Coordinate invoicing.
• Ensure outstanding balances are settled before events.
• Assist Finance with event reconciliations.

7. Marketing Support

Assist with:

• Wedding marketing.
• Social media content.
• Promotional campaigns.
• Wedding expos.
• Vendor networking.
• Updating wedding brochures.
• Developing promotional packages.

8. Operational Coordination

Work closely with:

• General Manager
• Executive Chef
• Food & Beverage Manager
• Front Office Manager
• Housekeeping Manager
• Maintenance Manager
• Spa Manager

Ensure all departments receive accurate function information.

9. Guest Service

Deliver exceptional guest experiences by:

• Maintaining professional communication.
• Handling complaints effectively.
• Exceeding guest expectations.
• Ensuring attention to detail.
• Creating memorable events.

MINIMUM REQUIREMENTS

Education

• Grade 12 (Matric)

Preferred:

• Diploma in Hospitality Management
  • Tourism Management
  • Event Management
  • Hotel Management

EXPERIENCE

Minimum:

• 3–5 years’ experience in:

• Wedding coordination
• Events management
• Hotel reservations
• Hospitality sales

Preferred:

Experience within a 4-Star or 5-Star hotel, lodge or resort.

KNOWLEDGE

Knowledge of:

• Hotel reservation systems (NightsBridge, Protel, Semper, Opera or similar)
• Wedding planning
• Event coordination
• Hospitality operations
• Front Office procedures
• Revenue management
• Guest relations
• Banqueting
• Conference coordination
• Microsoft Office

SKILLS

Excellent:

• Communication skills
• Organisation skills
• Time management
• Planning skills
• Negotiation skills
• Sales ability
• Customer service
• Administration
• Attention to detail
• Conflict resolution
• Problem-solving
• Multitasking

PERSONAL ATTRIBUTES

The successful candidate must demonstrate:

• Professional appearance
• Positive attitude
• High energy
• Friendly personality
• Calm under pressure
• Flexible approach
• Strong work ethic
• Initiative
• Integrity
• Reliability
• Confidentiality

KEY PERFORMANCE INDICATORS (KPIs)

The employee will be measured on:

• Wedding enquiry response times.
• Wedding conversion rate.
• Event revenue generated.
• Accommodation occupancy linked to events.
• Reservation accuracy.
• Guest satisfaction scores.
• Online review ratings.
• Repeat business.
• Function execution quality.
• Sales target achievement.
• Administration accuracy.
• Client feedback.
• Departmental communication.
• Complaint resolution.
• Budget adherence.

WORKING CONDITIONS

• Five or six-day work week as operationally required.
• Weekend work is compulsory during weddings and events.
• Public holiday work required.
• Evening functions required.
• Additional hours during peak seasons.

PERFORMANCE EXPECTATIONS

The incumbent is expected to:

• Deliver exceptional guest experiences.
• Coordinate flawless weddings and events.
• Maintain accurate reservations.
• Maximise event and accommodation revenue.
• Build lasting client relationships.
• Promote the lodge’s reputation for outstanding hospitality.
• Uphold all standards expected of a 4-Star hospitality establishment.
• Maintain confidentiality and professionalism at all times.

To apply please send your full updated cv, with contactable references, head and shoulder photo, copies of your qualifications, notice period and availability for interviews to admin1@cedar-wood.co.za