Role: Event Coordinator

Location: Workshop17 West Street
Benefits: Medical Aid & Provident Fund

Job brief

The Event Coordinator is responsible for understanding and executing detailed event briefs, and ensuring that they know what the client/event is aiming to achieve to make the event a success.

It is important that you proactively identify the client's needs, plan, organise, and confirm all elements that will make the event run well, and maintain a high standard of service, pre-, during, and post-hosting the event.

Seeking and driving new opportunities to grow the network and client base is an important part of the Coordinator role; therefore, you should take the opportunity and have the ability to manage the venue as an entrepreneur.

Open communication with the location team, the event catering, the café, and the hotel staff is vitally important to ensure that the team has received detailed briefs, which they are responsible for understanding and executing alongside you. You will be coordinating and ensuring the start-to-end process runs smoothly.

You will provide support to the Location Manager and the location-based team with Community-related tasks, and you will be part of delivering excellent customer service to our members and guests.

Working at Workshop17

Ready to join Africa’s #1 co-working space? Where individuals, teams and companies choose to work, meet and event. Our 6 unique locations in Johannesburg, Cape Town and Paarl offer our members a fully serviced flexible high-tech, co-working space, providing a platform for innovation, community, learning and culture.

Why work for us?

Besides being the best co-working place to work in Africa, we’re a dynamic and passionate team that works smart, in an energetic fast-paced culture of service, responsibility, and creative problem-solving. Goal-orientated? Ambitious? We’re all about upskilling, learning, and self-improvement. If you are a straight-talking, multi-tasking individual that’s all about customer service and can effortlessly handle heavy workloads and everyday glitches, we want you to be part of our growing team at Workshop17 The Bank.

Perks:

● Company on-boarding and support

● Fantastic team dynamic

● Beautiful work environment

● Access to latest, greatest tech

● Network with some of the biggest and brightest brains in SA

General scope of work:

Pre-event

  • Manage the full event booking process, including scheduling and coordinating event timelines.

  • Communicate effectively with clients to confirm requirements, address queries, and ensure expectations are met.

  • Prepare and set up event contracts, conducting thorough needs analyses covering layout, catering, parking, and other key event logistics.

  • Accurately upload and maintain event details across all relevant platforms, including the CRM, W17 platform, and the central overview sheet.

  • Lead weekly pre-event meetings with the events and catering teams to review upcoming functions and align on responsibilities.
    Ensure all technical and audiovisual equipment is tested in advance and fully operational for each event.

Event Coordination

  • Manage all client needs on-site, ensuring a seamless and positive event experience.

  • Act as the primary point of contact during events, addressing any queries or concerns promptly.

  • Coordinate and oversee all catering requirements, both prior to and throughout the event.

  • Ensure all event spaces are clean, well-presented, and regularly reset as needed.

  • Oversee audiovisual setups, conducting regular checks to ensure equipment functions smoothly.

Post-event

  • Oversee the breakdown of the venue after each event, ensuring all areas are restored to the standard setup.

  • Gather client feedback post-event and conduct timely follow-ups to maintain strong relationships and identify areas for improvement.

Business Development

  • Build and maintain strong relationships to encourage repeat business and generate client referrals.

  • Prepare compelling and professional first responses and tailored quotes to secure new bookings.

  • Manage the full leads process, from initial client engagement to updating and tracking progress in the CRM.

Team Player/ Management

  • Assist with reception duties, including handling member queries and providing exceptional front-facing service.

  • Support the Community team in delivering engaging member experiences and initiatives.

  • Lead, guide, and coordinate the Eventing team to ensure smooth operations and successful event delivery.

Finance Administration

  • Maintain a clear financial overview of events, ensuring budgets and expenditures align with business case targets.

  • Raise supplier purchase orders promptly, ideally immediately after each event.

  • Ensure all suppliers are set up in the system without delay to meet payment deadlines and maintain positive vendor relationships.

  • Maintain the Event Debtors Sheet, ensuring it is up to date, free of outstanding debt, and that all payments are received prior to the event.

  • Ensure all invoices are prepared accurately and issued promptly.

Ideal Qualifications/Experience:

Education

  • A diploma or degree in Event Management, Hospitality, Business Administration, or a related field is preferred.

  • Certifications in Event Planning or Customer Service are a plus.

    Experience

  • Minimum 2–4 years’ experience in event coordination, hospitality, or a similar client-facing role involving end-to-end event management.

  • Proven ability to manage the full event lifecycle: pre-event planning, on-site coordination, and post-event follow-up.

  • Experience preparing and managing event contracts and conducting detailed needs analyses covering venue layout, catering, parking, and technical requirements.

  • Demonstrated success in coordinating teams and vendors to ensure flawless event execution, including technical and AV setup and testing.

  • Track record of building strong client relationships, managing enquiries, and driving repeat business and referrals.

  • Skilled in managing financial administration related to events, including budgeting, purchase orders, invoicing, and debtor management.

  • Proficient in using CRM systems and event management platforms.

  • Experience leading small teams or coordinating across departments to deliver seamless event experiences.

    Skills and Competencies:

  • Excellent interpersonal and communication skills, capable of acting as the primary client liaison and point of contact.

  • Strong organisational and multitasking abilities, with attention to detail and the ability to work under pressure.

  • Problem-solving mindset, proactive in identifying and resolving challenges before and during events.

  • Financial acumen to monitor budgets, control costs, and ensure timely financial administration.

  • Tech-savvy, comfortable with event technology, audiovisual equipment, and digital platforms.

  • Customer-focused with a friendly and professional demeanor.

  • Reliable, adaptable, and a collaborative team player with leadership potential.

Email your CV and cover letter to cv@workshop17.co.za (subject: Event Coordinator - W17ST).

Suitable candidates will be required to submit a short introductory video.

First interview with the direct manager and HR Support.

Shortlisted candidates from the first round of interviews will meet with our HR Manager and CEO.