Job Description

Job Description

Job Description

A Catering Company is looking for a detail-oriented Wedding Coordinator (WC) with a passion for hospitality. The WC will ensure that every event is executed to the highest level. The WC will work closely with our clients to create a memorable event, translating the client’s vision into a successful event while reporting directly to the Director of Sales. The WC will use its organizational skills to plan and coordinate the event from start to finish.

Administration & Coordination

• Create and maintain detailed timelines and checklists to ensure all tasks are completed on time.
• Coordinate and oversee all wedding/event day activities, including setup, vendor arrivals, ceremony, reception, and teardown.
• Ensure that all vendors are aware of their responsibilities and timelines.
• Oversee the Bridal Attendant during the event to ensure impeccable service.
• Communicate with the wedding party and family members to ensure they are informed and comfortable with the plan.
• Handle any unexpected issues or emergencies during the planning process or event day.
• Provide creative ideas and solutions to make the event unique and memorable.
• Ensure the event day runs smoothly according to the client's vision.
• Provide excellent customer service and ensure client satisfaction throughout the planning process.
• Manage accounting operations relating to collecting and reconciling fees (cash, credit card, check), including daily activity logs.
• Coordinates the setup and strike with all vendors associated with the event.
• Assists DOS in the creation and distribution of BEOs.
• Assists DOS in creating wedding estimates, pre-bills, and post-bills.
• Communicates all group needs effectively and promptly to all departments involved.
• Utilize and/or maintain databases, such as Caterease, Social Table, HubSpot
• To ensure that all guest response forms are completed when required.
• To inform internal teams, clearly and proactively, of event requirements and client preferences
• To keep the database up to date with client information and correspondence so you and others can use it for business intelligence and client management.
• To build successful, professional relationships with clients to understand their needs and encourage business development when possible.
• Understand the needs and expectations of each client by building a friendly and respectful working relationship.
• Maintain complete, accurate, and up-to-date filing of all correspondence.
• Manage event inquiries and details, and coordinate all catering-related needs of events, post-event follow-up.
• Manage the entire operation during an event day and be comfortable in making decisions when needed.
• Before each event, consult closely with the Culinary Team regarding service styles and catering numbers.
• Respond to all telephone calls and emails promptly and accurately, and take the necessary actions. Assist in organizing and executing site tours.
• Coordinate all customer requirements for weddings and social events.
• Be the face of the event, dealing with guest queries, needs, and complaints.
• Communicate back to the house management teams regarding all aspects of the event.
• Excellent organizational and time-management skills.
• Ability to manage multiple tasks and priorities.
• Strong communication and interpersonal skills.
• Ability to work well under pressure and meet deadlines.
• Attention to detail and problem-solving skills.
• Knowledge of different wedding traditions and customs.
• Ability to work flexible hours, including evenings and weekends.
• Excellent communication skills (reading, writing, speaking)
• Strong organization and multitasking skills.
• Pleasant disposition and professional appearance.
• Ability to work closely alongside couples, guiding them through the planning process, lending experience and knowledge to devise the wedding day schedule and ensure their requirements and expectations are understood, agreed, and met.

Education & Experience

• Bachelor’s Degree preferred
• Minimum of 1 year of experience in event planning, catering, or hospitality.
• Familiarity with various catering and event-related software.

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