Weddings & Functions Coordinator

The National Trust of Australia (Victoria) (NTAV) is an independent, non-profit organisation supported by a large community base. We are Victoria's premier heritage and conservation organisation, and the major operator of historic properties and sites open to the public across Victoria. 

We are seeking a Weddings & Functions Coordinator to join our weddings team with a passion for the industry and for delivering unique events in our heritage spaces. 

This is a multi-faceted role, where no two days are the same. You will need customer service skills, excellent communication skills and an eye for detail, as well as a willingness to put your hand up and help where required. In return, you will have access to some of the most magnificent gardens and properties in Melbourne, as well as a great workplace culture and flexible working hours. You will also be able to explore our various other properties using your complimentary National Trust membership. 

This role is responsible for end-to-end wedding ceremony delivery, as well as supervising Wedding photography, commercial & filming bookings. Ensuring our clients have the best day of there lives at one of our beautiful properties.

Your Responsibilities will include, but are not limited to:

1. Guiding wedding clients through from their very first enquiry, all the way through to their special day.
2. Promptly responding to incoming enquiries and assisting with site visits.
3. Creating run sheets to be sent to all relevant departments and external suppliers to facilitate the smooth running of all events.
4. Contacting all ceremony suppliers in the run-up to the ceremonies to ensure they have all the required information.
5. Supervising wedding photography bookings across multiple sites.
6. Maintaining relationships with clients, staff, suppliers, and stakeholders.
7. Ensuring all ceremony bookings operate within the permit of the properties.
8. Assisting with the management and creation of commercial filming and photography bookings
9. Keeping up with industry standards and being able to bring this knowledge to better our product.
10. Monitoring and entering all database information and assisting with all administrative departmental duties.

About You

To be successful in this position, you will need to have experience in the following:

1. Experience in the world of Weddings and Functions.
2. Willingness to learn about the wedding market.
3. Attention to detail and ability to keep on top of wedding enquiries, event delivery and client coordination simultaneously.
4. A strong emphasis on consistency in delivering incredible customer service and events.
5. High level skills in general administration
6. Microsoft 365 knowledge & skills.
7. Confidence under pressure and flexibility in resolving issues and compliance requirements.
8. Experience using a computerised booking management system is desirable but not essential.
9. Ability to work outside of normal working hours and on weekends for weddings, site inspections and filming bookings.

Sound like you?

Applications will close once a suitable candidate is found. To submit your application in PDF format only click apply. Applications should include a cover letter addressing your experience and skills relating to the responsibilities and selection criteria mentioned in this advertisement.

Thank you for considering helping the National Trust of Australia (Victoria). The National Trust is built on the power of the community.

Any offer of employment at the National Trust of Australia (Vic) will be subject to a satisfactory Police Records check and Working with Children check.

We’re committed to building a diverse and inclusive workforce. We promote diversity and practice equity. Aboriginal and Torres Strait Islander peoples are encouraged to apply.