Events Administrator

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.

Events Administrator

This role will be part of the Sales Team and will report directly to the Groups & Events Manager/Cluster Head of Sales & Events. The role serves as the first point of administrative contact for all events, providing essential support to the planning, coordination, and execution of events managed by the Event Co-ordinator. This is a desk-based, administration-driven position that also includes conducting site inspections for new events.

KEY DUTIES AND RESPONSIBILITIES INCLUDES BUT ARE NOT LIMITED TO:

• Maintaining rate integrity and maximizing yield opportunities in cooperation with revenue management
• Respond to email and telephonic enquiries within 24 hours ensuring that the client receives a tailored proposal to suit their needs
• Ensure function/booking information is entered correctly into Pixier including an enquiry note, basic rate proposed, and activity follow ups for future dates
• Check venue and rooms availability in Pixier and Mews prior to confirming to the client
• Conduct show rounds for events and groups ensuring all departments and management are aware of VIP show rounds for large groups and that arrangements are made to “wow: the clients
• Preparing and issuing of quotations and invoices
• Creating and maintaining digital files, ensuring all documentation (quotations, invoices, function sheets, rooming lists, etc.) is accurately saved in respective folders
• Managing daily admin and filing tasks
• Facilitating a smooth handover communication with the assigned Event Co-ordinator once a booking is set to be confirmed
• Ensuring follow through of signed Terms & Conditions, including saving on digital platform
• Ensuring the event booking board is kept up to date, with an accurate monthly booking calendar overview
• Managing booking processes that impact Dineplan for affected event locations upon confirmed booking period
• Preparing contracts and team folders of confirmed bookings in prep for hand over to the Groups & Events Co-ordinator
• Preparing the first draft of the function sheet template upon booking confirmation and handing it over to the Event Co-ordinator for constant live updates during the planning process of the event
• Loading, tracking and managing all leads, ensuring lead report is updated daily
• Possess comprehensive knowledge of Boschendal facilities and activities
• Negotiate the contractual terms and ensure all written communication is presented professionally with no errors and attention to branding details such as font etc.
• Understand and apply the policies of Boschendal applicable to group accommodation and food and beverage as well as functions and events
• Maximise on Revenue for both rooms and catering functions in line with strategy
• Understand and apply the knowledge of group accommodation (including rates) and food and beverage contracts
• Drafting of the Function Sheets showing every aspect of the booking from arrival to departure and distributing this to the Operational Department gibing them sufficient time to prepare
• Ensure your client received a pro forma invoice and that deposit payments are paid on due dates
• Ensure room pickup for groups are as per contract requirements and that Group Agreement Attrition Review dates are kept with the clients
• Communicate all areas of concern as received from the client to relevant department heads
• To be fully conversant with all heath and safety, fire and emergency procedures
• Ensure all accounts are finalised relating to groups and events with no outstanding payments on group bills before departure

COMPETENCIES:

• Computer literate including relevant software and experience in using a PMS system
• Minimum 1-year experience in a similar position or newly graduated from a Events / Hospitality School
• Focus on detail which is a major requirement of the job
• To be able to work efficiently, accurately, and quickly in a fast-paced environment
• Be able to prioritise as this position has multiple projects going simultaneously
• Very socially focused, requires “how can I help you?” attitude
• To be able to build and maintain relationships
• Adherence to procedures and guidelines is important
• Effective Communicator, open-flowing communication is important
• Must be friendly and genuinely interested in the business, agenda and needs of others including the company, its management, and customers
• Persuasive selling style to communicate the company’s services & facilities, policies and terms and conditions
• To be able to work with and for others in a helping role
• To be able to lead by example, to be able to assist when required
• Task driven to ensure proper results
• Work accurately with figures

REQUIREMENTS & QUALIFICATION:

• Hotel Management Certificate
• Matric
• Valid driver’s License & own vehicle