AddressPART TIME AND FULL TIME OPTIONS AVAILABLE
Witchmount Estate are passionate about bringing people together, hosting elegant celebrations with a clear focus on providing high quality service, premium catering and a range of beverages with attention to detail by our passionate events team.
ROLE DESCRIPTION
As a Wedding and Events Coordinator, you will be responsible for managing all aspects of the event planning process, from initial client consultation to flawless execution on the day of the event. You will work closely with clients, vendors, and the venue team to bring their vision to life, creating unforgettable moments and lasting memories. This role requires creativity, attention to detail, and the ability to thrive in a fast-paced environment.
RESPONSIBILITIES
- Serve as the primary point of contact for clients, providing exceptional customer service and building strong relationships throughout the planning process.
- Conduct initial consultations with clients to understand their vision, preferences, and budgetary requirements.
- Maintain regular communication with clients to understand their expectations, provide updates on event progress, and address any concerns or changes.
- Maintain accurate and up-to-date client records, contracts, and related documentation.
- Have the event hosts sign off on event orders before passing onto the operations teams & chefs within the SLA’s of the business
- Conduct detailed meetings with clients and couples to plan their events, ensuring client event files are maintained with the utmost accuracy to reflect even the finest event details.
- The coordinator must pay attention to every detail, no matter how small or big and make sure all information is updated in all the systems to ensure that the event is executed flawlessly.
- Develop comprehensive event timelines, checklists, and floor plans to ensure all logistical details are in place.
- Track expenses and maintain financial records to ensure budget compliance, by cross checking what a client has paid for and what has been included in their event banquet order, in order to ensure a positive financial position for the business.
- Coordinate with vendors and suppliers to ensure timely delivery of services and products.
- Coordinate all logistical elements of the event, including venue setup, décor, transportation, and guest experiences.
- Assist with set up and bump in onsite including being operational on event days where required to meet the needs of the business.
- Provide on-site management and coordination during events, troubleshooting any issues that may arise and ensuring a seamless experience for clients and guests.
- Introduce event supervisor and VIP Host on arrival to the clients passing ownership for the event to the supervisor as the Direct Contact throughout the event.
- Conduct post-event evaluations to gather feedback and identify areas for improvement.
To be successful in this role you will need to posses:
- Ideally 2 years minimum proven experience as a Wedding and Events Coordinator or similar role, with a strong portfolio of successful events.
- Excellent organisational and time management skills, with the ability to multitask and prioritise tasks effectively.
- Exceptional interpersonal and communication skills, with the ability to build strong relationships with clients and vendors.
- Empathy and a level of kindness is paramount in this role.
- Proficiency in event management software and tools for budgeting, scheduling, and project management.
- Strong attention to detail and problem-solving abilities, with the ability to remain calm under pressure.
- Creativity and an eye for design, with the ability to transform concepts into visually stunning events.
- Flexibility to work evenings, weekends, and holidays, as required by event schedules.
- A degree in Event Management, Hospitality, or a related field is preferred but not mandatory.
- An ability to create outstanding events that meet and exceed the expectations of our clients that also achieve maximum revenue potential for the business.
- The ability to work autonomously and alongside a team in the best interests of the business.
- Current driver’s license and vehicle.
- A full understanding of start to end event process and management
- RSA (Responsible service of alcohol certificate)
- Outstanding personality that fosters a positive workplace culture
- Exceptional time management skills and attention to detail
- Ability to work in a fast paced environment and under the pressure that events bring
