Wedding & Special Events Co-ordinator

JOB PURPOSE: The Wedding Coordinator is responsible for assisting the Wedding Planner with the enquiries phase, the planning, organising and implementation phase of weddings, and to ensure a seamless and memorable experience for the clients.
This role involves liaising with clients, suppliers, and internal hotel department teams to meet and exceed client expectations while achieving key performance objectives. Furthermore, the position will also assist with conference and events when required.This role involves liaising with clients, suppliers, and internal hotel department teams to meet and exceed client expectations while achieving key performance objectives. ORGANISATIONAL POSITIONING:
Department: Banqueting Department Reporting to: Wedding Planner/ Conference & Events ManagerLocation: The Oyster Box Hotel Minimum Requirements: o Completion of relevant certifications or courses in wedding planning can enhance knowledge and credibility. o Previous experience in wedding planning or coordination, with a focus on weddings, is a must. o Demonstrated success in executing events of varying sizes and complexities o Computer literate – working knowledge of Micros, Opera and Opera Sales & Catering advantageous o You will be required to do shift work, public holidays and weekends when required to do so Personal Attributes: o Strong organisational abilities to manage multiple tasks, timelines, and details effectively. o Attention to detail is crucial to ensure that all aspects of the wedding are well-coordinated. o Excellent verbal and written communication skills are essential for interacting with clients, vendors, and other stakeholders. o A customer-centric approach and the ability to understand and meet the needs of the couple. o Patience and diplomacy to handle various personalities and navigate potential conflicts. o Quick thinking and the ability to troubleshoot unexpected issues that may arise during the planning process or on the wedding day.o Creativity in event design and the ability to suggest innovative ideas to enhance the overall wedding experience. o Establishing and maintaining relationships with wedding vendors, venues, and other industry professionals. o Adaptability to handle changes in plans, unexpected challenges, and the ability to stay calm under pressure. o Awareness and sensitivity to diverse cultural practices and traditions, especially if working with clients from different backgrounds. o Efficient time management skills to meet deadlines and ensure that all aspects of the wedding are well-organized. o A strong portfolio showcasing successful weddings and positive references from previous clients or employers Key Responsibilities: 1. Enquiry Phase: a) Receive and reply to enquiries received via the various web sitesb) Process proposals and quotations for couples who are interested in booking their wedding 2. Confirmation of Wedding Bookings: a) Process wedding contractsb) Process invoices and manage timelines for paymentsc) Create client profile and finance profile on Opera 3. Client Communication and Relationship Management: a) Maintain regular communication with the couple and families to understand their preferences and address any concernsb) Provide updates on the planning progress and monitor deadline dates for key activities c) Build and maintain strong relationships with clients through effective communication d) Understand and interpret client's vision, preferences and requirements 4. Planning and Coordination Phase: a) Develop and execute comprehensive wedding plans, timelines and budgets in collaboration with the bridal couples from inception to completionb) Coordinate and communicate with suppliers, photographers, hair and makeup artists, stationary design and printing suppliers, wedding cake suppliers c) Ensure that all logistical details alignwith the client's expectations 5. Budget Management: a) Create and manage the wedding budget, including the hotel's budget and the suppliers' budgetb) Track expenses and identify cost saving opportunities c) Negotiate contracts with suppliers to ensure services are within budget constraintsd) Maintain a track record of staying within or below budget for each wedding event 6. Timeline Management and Adherence: a) Develop a comprehensive timeline for the planning phase and for the wedding day, including setup of the Ceremony, Reception and teardownb) Ensure that all vendors are aware of and adhere to the timeline 7. Logistics and Setup: a) Oversee the logistics of the wedding day, including venue setup, suppliers' set up and breakdownb) Troubleshoot and resolve any logistical issues that may arise 8. Supplier Liaison and Management: a) Act as the main point of contact for all wedding suppliersb) Identify and liaise with suitable suppliers as indicated in item 4(b) abovec) Negotiate contracts and manage supplier relationships to ensure quality services within the confirmed wedding budget d) Confirm planning details with suppliers during the planning phase in the lead up to the wedding day 9. Problem Resolution: a) Anticipate and address any issues that may arise during the planning phase or on the wedding day b) Have a contingency plan in place for potential challengesc) Maintain a proactive approach to prevent potential problems and mitigate risks 10. Guest Management and satisfaction: a) Assist with seating arrangements and guest’s dietary requirements. b) Coordinate transportation and accommodation for wedding guests c) Implement improvements based on client feedback to enhance overall service qualityd) Foster long –term relationships with clients, leading to referrals 11. Team Collaboration: a) Collaborate with internal hotel departments to ensure seamless coordination prior to and during the wedding b) Evaluate the overall success of the wedding and identify areas for improvement 12. Event Success rate: a) Achieve a high rate of successful wedding events with positive client feedback.The advert has minimum requirements listed. Management reserves the right to use additional / relevant information as criteria for short-listing.