Groups & Events Manager

Work Amidst Nature in the Heart of the Winelands

Imagine starting your day with the sunrise over lush vineyards and the tranquillity of farm life. At Boschendal, the surroundings are not just a backdrop; they’re integral to our work and our inspiration. Nestled in the heart of South Africa’s golden triangle of wine country, our farm offers a unique escape from the hustle of city life. A Typical Day at Boschendal: Experience a different pace and setting of work life. Whether it’s walking among the vineyards, engaging with guests, or collaborating on a new project, every day here is a blend of meaningful work and the beauty of the natural landscape.

Our Purpose: Regenerating our Future & Soil

At Boschendal, our purpose is clear: to nurture the land, inspire our people, and strengthen our community. Guided by core values, we strive to offer something truly meaningful, from our regenerative practices to our dedication to artisanal craftsmanship.

Groups & Events Manager

To support the Head of Sales in heading up the Groups & Events Team ensuring the team is aware of all targets to ensure we maximise revenue and match the guest’s needs by promoting and selling the benefits and features of the property and to control the resources, manage the processes and cultivate the understanding of Sales throughout the business.

Responsible for Managing Groups & Events Team consisting of 4 Co-Ordinators and 2 Event Liaison’s, developing Team training plans, identifying and implementing policies and procedures to achieve optimal output, maximize G&E revenues, whilst ensuring Guest satisfaction. Lead with an open-door policy, fostering accountability rather than adopting a micromanagement approach.

Responsible for implementing reporting structures, maintaining accurate and up-to date forecast reports at all times, and assisting the Events budget in collaboration with the Head of Sales.

KEY DUTIES AND RESPONSIBILITIES INCLUDES BUT ARE NOT LIMITED TO:

• Managing Group Reservations & Events to ensure accuracy of business on the books and inventory management of Groups based on agreed hold period. Daily checks on optional missed status bookings.
• Ensure the team is aware of daily, monthly, weekly and yearly targets and responsible for managing and achieving the G&E yearly revenue & expense budget in support of the Head of Sales & Events.
• Develop and maintain effective working relationships with Tour Operators, Agents, PCO’s & Wedding planners
• Develop strong working relationships with all customers in order to maximize sales opportunities and generate business for the future.
• Identifying and implementing Events/Group sales strategies in correlation with the Head of Sales to achieve maximum revenues
• Identifying Team training needs and ensuring development/training plans are in place and maintained based on current needs and implementing and updating SOPs.
• Responsible for managing data input and reporting accuracy from Events management system and Forecast document.
• Communicating of any guest-related information and special requests to all relevant departments
• Work closely with Events Ops to ensure seamless flow of events to continuously enhance Guest experiences whilst achieving maximum revenues.
• Conduct detailed file audits for all newly confirmed bookings, ensuring accuracy and securing signed Terms & Conditions from the CFO.
• Manage shuttle invoicing, ensuring all billed amounts reconcile accurately with expenses.
• Oversee the catering commission process, including invoice management and fund collection.
• Ensure the Co-ordinator team completes all file checks and that final client payments are received in full prior to each event.
• Supervise all billing processes and manage weekly payment runs.
• Handle senior-level client complaints, ensuring appropriate follow-up and satisfactory resolution.
• Plan and manage all VIP events, acting as the dedicated Co-ordinator and primary point of contact for high-value clients.
• Manage Mews open bills, ensuring outstanding accounts are monitored and closed by the team.
• Negotiate contractual terms and ensure all written communication is professional, error-free, and aligned with brand standards (including formatting and presentation).
• Draft detailed function sheets for all VIP events and serve as the main logistical contact on event days overseeing coordination from a single point of contact but working closely with events.
• Proactively participate in personal and professional development initiatives.
• Meet and greet clients on event days, oversee checkpoints, and remain the primary contact working with operational team who execute events
• Optimise the event booking system to ensure maximum utilisation and efficiency, working closely with the Head of Sales on new tool implementations and strategic enhancements.
• Ensure competitive set (comp set) analysis is completed to support the Head of Sales & Events with the development and launch of package rates and accurate menu costings for both corporate and wedding sectors.

Qualifications & Experience:

• Grade 12 (Matric)
• Minimum 5 years in Groups & Events or similar role
• Senior Leadership experience in a high pace events admin / planning and operational role is a requirement
• Own vehicle and Driver’s license

Proven track record in the following areas of work

• Groups & Events
• Property Management System
• Guest satisfaction
• Min 1 year Supervisory/Management experience

Competencies:

• A confident individual who can take independent action, use initiative, has a sense of urgency.
• To be able to work efficiently and quickly in a fast-paced environment
• Be able to prioritize as this position has multiple projects going simultaneously
• To be able to recognize and adjust to change
• Strategic, big-picture thinking backed by an added focus on the tactical aspects of the work
• Setting and achieving specific standards for self and others
• Seeks and accepts decision authority and responsibility
• Requires a lively and incisive communicator
• A stimulating influence on others, while being firm, direct and self-assured in dealing with them
• Prefers to delegate routine detail work, will follow up closely and critically for standards
• Ability to work to tight deadlines
• Strong organizational skills and the ability to handle multiple projects at one time