Hospitality and Functions Coordinator (Fixed Term Contract)

Join Race Coast Western Cape as Hospitality and Functions Coordinator (Fixed Term Contract) - Support our events and clients

We are looking for a professional and organised Hospitality and Functions Coordinator (Fixed Term Contract) to join our dynamic Events and Commercial team.

The ideal incumbent will be client-focused, detail-driven and confident in supporting the events, administration and coordination of events opportunities across Race Coast Western Cape venues. This role requires someone who can manage enquiries, prepare proposals and quotations, coordinate site visits, maintain accurate records, support client follow-ups and assist with the handover of confirmed major events to the delivery team.

The Hospitality and Functions Coordinator will work closely with Managers, Major Events, Hospitality, Food & Beverage, Marketing, Finance, Operations, Security and venue teams.

What You'll Do

Client & Event Support

• Assist with handling client enquiries, meetings, and site visits.
• Support the collection and confirmation of event requirements, timelines, and expectations.
• Maintain professional and timely communication with clients.
• Assist with follow-ups and client correspondence throughout the event lifecycle.

Event Documentation & Administration

• Prepare and update quotations, booking forms, and event documentation.
• Develop function sheets, floor plans, guest lists, nametags, menus, and event briefs.
• Ensure all documentation is accurate, up to date, and distributed to relevant stakeholders.
• Maintain organised and audit-ready event files and booking records.

Event Planning & Coordination

• Coordinate venue setup requirements in line with approved plans.
• Track event deadlines, checklists, and outstanding information.
• Support the coordination of hospitality bookings, conferences, and race-day events.
• Ensure all event details are captured and clearly communicated internally.

Internal & Supplier Coordination

• Liaise with internal departments including Food & Beverage, AV, Security, Cleaning, Maintenance, IT, and Operations.
• Coordinate supplier requirements, timelines, and deliverables.
• Ensure all departments are briefed accurately and timeously prior to events.

Operational Support

• Support on-the-day event delivery and assist with execution.
• Monitor setup accuracy and ensure it matches approved event plans.
• Assist with resolving queries or issues during event execution.

Post-Event & Continuous Improvement

• Capture post-event feedback from clients and internal teams.
• Record improvement actions and lessons learned.
• Support post-event administration and reporting processes.

Risk & Compliance

• Identify and escalate risks, missing information, or potential issues proactively.
• Ensure compliance with event processes, timelines, and operational standards.

What You’ll Need 

• Grade 12 / Matric / NQF Level 4 equivalent qualification.
• Events / Hospitality / Business/ Marketing Management Qualification or Equivalent
• Two (2) to four (4) years’ experience in hospitality, conferences, functions, events, venue coordination or a similar role
• Experience in major events, race-day events, corporate events, activations, hospitality, venue hire or conferencing will be advantageous.
• Strong client service and relationship management skills.
• Strong sales administration and follow-up discipline.
• Good understanding of event logistics, venue requirements, hospitality, catering, AV, branding, staffing and operational planning.
• Strong attention to detail and accuracy in quotations, proposals, booking forms, client communication and event handover documentation.
• Computer literacy, including Microsoft Office, Excel, Outlook, PowerPoint and CRM or booking systems.
• Excellent written and verbal communication skills.
• Ability to manage multiple enquiries, deadlines, client follow-ups and event details at the same time.
• Ability to work under pressure in a fast-paced, event-driven environment.
• Valid driver’s licence and own reliable vehicle, with the ability to travel between Race Coast venues, client meetings, site visits, networking events and off-site activations as required.
• Ability to work flexible hours, including selected race days, weekends, client events, networking events and industry functions when required.
• Clear criminal record.

Pay: R12 000,00 - R32 000,00 per month

Work Location: In person