Wedding/event Coordinator

**Overview**

**Key Responsibilities**
- Working with clients in planning their events by providing suggestions and feedback on all aspects of the ceremony and reception
- Communicating and working with clients
- Being the main client contact from the point of contract execution to event completion for client events
- Working with Wedding/Event Manager and Venue Managers for client inquiries and booking requests for weddings, corporate events, and private parties.
- Working with vendors to ensure that all details of the wedding are taken care of
- Organizing details as they relate to events e.g. setup time, setup location, start/end time, contact person, etc.
- Coordinating the wedding ceremony, reception entrances, dinner start time and any other special moments of the day
- Setting up the venue, table, floral arrangements, centrepieces, decor, cakes, furniture, etc
- Acting as a positive representative of the venue
- Acting as a liaison between clients, vendors, and the venue
- Building a positive and long-lasting relationship with clients, vendors and team members
- Supporting vendors and guests as needed
- Touring ceremony and event space as needed
- Providing administrative supports
- Performing other related duties as required

**Skills and Qualifications**
- Some experience in the wedding, event, and hospitality environment is an asset
- Outstanding organizational skills and detail-orientation skills
- Ability to manage multiple tasks and projects
- Sense of ownership and pride in your performance and its impact on the clients’ satisfaction
- Critical thinking and problem-solving skills
- Team player and self-starter
- Proven time-management skills
- Great interpersonal and communication skills
- Required to be available most weekends during the wedding season
- Ability to perform job functions with mínimal supervision
- Ability to focus attention on details

**Schedule**

Flexible work schedule

Peak season 40+ hours per week

Off-season 20-25 hours per week

Weekend shifts included

Company group benefit (extended health benefit, dental)

**Location**

400 Stewart Line, Cavan, ON
- **Pre-Wedding/Event Coordination**_
- Meeting with clients to create an event timeline, and to discuss event styling and decor ideas, the menu and rentals, and plan out wedding details
- Creating & customizing event floor plans and timelines
- Coordinating the wedding ceremony, reception entrances, dinner start time and any other special moments of the day
- Scheduling appointments such as the final details meeting, tastings & rehearsals
- Proving a final walk-through 1 month before the wedding
- Attending the wedding rehearsal
- Acting as a liaison between clients, vendors and the venue to ensure all the details are communicated
- Organize details as they relate to events e.g. setup time, setup location, start/end time, contact person, etc.
- Ensuring our event calendars, logistics and staffing for events are organized
- Provide set-up instructions and a to-do list prior to each event for team members
- Being the main client contact from the point of contract execution to event completion for client events
- Working with Wedding/Event Manager and Venue Managers for client inquiries and booking requests for weddings, corporate events and private parties
- Coordinating with vendors to ensure that all details of the wedding are taken care of
- Prepare a checklist for all activities and ensure the completion
- Organize RSVPs and meal requests from the guest list
- Assist in creating the seating chart
- Create a photography timeline with a list of any specific images couples want to capture
- Order rentals (linens, chairs, and place settings)
- Confirm rentals have been delivered before the event
- **Day-of-Coordination **_
- Setting up the venue, table, floral arrangements, centrepieces, decor, cakes, furniture, etc
- Overseeing the event as a whole and ensuring everything is going well
- Manage events to keep the wedding flowing smoothly and on schedule
- Coordinate with caterers, florists, photographers, DJ, and occasionally a tent team to ensure efficient coordination of all services
- Working with Venue Manager and Property Manager to set up and tear down for weddings and events
- Ensuring that the timeline for the wedding is followed
- Greeting vendors as they arrive on the property
- Responding to any last-minute emergencies or changes
- Troubleshooting any problems on the day of in a calm and professional manner
- Addressing any overlooked details
- Take responsibility for the marriage license, vows, and rings
- Ensure that wedding party members are in their positions before the wedding processional begins
- Providing cues for the DJ, officiant, and client during the ceremony
- **Client Services**_
- Touring ceremony and event space as needed
- Acting as a positive representative of the venue
- Acting as a liaison between clients, vendors and the venue
- Building a positive and long-lasting relationship with clien