Wedding and Events Coordinator

Position Summary:
The Wedding & Special Events Coordinator plays an integral role in ensuring 124 on Queen Hotel & Spa weddings and special events are well organized and executed successfully.

Reporting to the Director of Banquets & Catering and working alongside the Sales and Culinary Teams, the Special Events Coordinator will utilize their passion, skills, and industry experience to elevate organized events through coordination with the client, gathering and sharing information about each event to the appropriate Hotel departments, and being the hospitality liaison for all events.

Events include weddings, special internal and external onsite events, and offsite catered events.
- exceptionally organized
- has outstanding attention to detail
- has a passion for events and event planning
- a self starter and shows solid initiative skills
- can multi-task and be successful in a quick moving role
- has strong communication skills, with an aptitude for hospitality and excellent guest service
- believes in working collaboratively with other departments and team members

Wedding & Special Event Coordinator Duties and Responsibilities:
Event Planning and Coordination: Collaborate with clients to understand their vision for weddings and special events. Plan, organize, and assist to execute events once a contract has been signed by the Sales Team, ensuring all aspects align with the clients' preferences and the Hotel's standards. Event locations include 124 on Queen Hotel & Spa's onsite event spaces as well as offsite venues and partners the Hotel provides catering or event services to. Create and meticulously maintain all wedding, social and catering event files with up-to-date event timing, menu selections, dietary restrictions, décor information, vendor contacts, rooming list, and special requests.

Client Consultation: Once a Sales Manager signs an agreement the file will be transferred to the Wedding and Special Events Coordinator. Conduct detailed consultations in person, phone and virtually with clients to determine event requirements, including timelines, seating plans, menus, dietary restrictions, and special requests. Provide expert guidance and recommendations to ensure client satisfaction. Cross sell and share upgrade options in addition to the original booked event package.

On-Site Coordination: Assist Catering Supervisor when needed for setup, coordination, and execution day of event. Act as the point of contact for clients and vendors, ensuring all elements run seamlessly. Ensuring that floorplans, event timelines, and vendor coordination is being followed and be available to answer any questions or clarification required. Be the lead during wedding ceremonies to ensure the wedding party is timed properly. Ensure smooth event flow and coordinate with any of the Hotel Teams should unexpected issues arise during the event.

Venue Management: Coordinate with relevant departments to ensure all have the appropriate information for seamless event setups and event execution. Coordinate Client’s needs with the Chef, Food & Beverage Team, Front Desk, Housekeeping, Spa, and Sales Team via weekly meetings and internal event paperwork. Manage and input rooming list of guest names for contracted room blocks and maintain inventory of blocks and release dates.

Vendor Relations: Build and maintain positive relationships with external vendors, including florists, photographers, musicians, and other event service providers.

Creativity and Innovation: Bring fresh ideas and innovative concepts to enhance the overall event experience and maintain the hotel's reputation for hosting unforgettable weddings and special occasions. Take initiative to improve service levels, share knowledge and best practices.

Social Media: Collaborate with the Hotel's Director of Marketing and Director of Sales to highlight wedding and event services on the Hotel’s event social media channels. Film and share content from event days. Monitor the channel to engage with clients and vendors, reshare tagged content from other vendors, etc.

Event Marketing: Coordinate registration and arrangements for the Hotel at industry tradeshows and events, as well as represent the Hotel at industry events where required.

Customer Service: Provide exceptional customer service to clients throughout the event planning process, maintaining open communication, and promptly addressing any inquiries or concerns.

Team Player: Demonstrate respect and courtesy for all clients and fellow team members, as well as respecting 124 on Queen Hotel & Spas values of Diversity, Equity, and Inclusion.

All other duties as assigned.

Experience or Requirements:

- O.S.D.D.
- Any Degree or Certificate in Hospitality Management, Event Planning, or a related field is an asset.
- Experience in event planning and coordination, particularly in organizing weddings and upscale special events.
- Strong organizational skills with exceptional attention to detail.
- Excellent interpers