Wedding Coordinator

Roles & Responsibilities

• Maintain response times for emails and phone calls within 24 business hours. 
• Participate in site visits and virtual calls with clients, vendors and planners as needed to obtain necessary wedding planning details. 
• Review sales contracts as well as other important information, i.e., room block, cut-off date, special concessions and attrition clauses and validate client via turnover letter.  
• Coordinate food and beverage selection, room set-up and guest flow, and other services as required.
• Keep accurate records of all client requests and deliverables, to be saved in shared folder. 
• Create custom floorplans that maintain room capacities, adhere to all health and safety considerations and keep fire routes and emergency exits free and clear. 
• Work closely with Wedding Sales Manager if contract terms require re-negotiation with client. 
• Accurately communicate all hotel policies and health and safety protocols. 
• Distribute BEOs 10 days prior to wedding arrival date. 
• Accurately forecast wedding food and beverage revenues within a 5% variance.  
• Ensure custom food and beverage requests are communicated to Banquets team in advance for pricing and confirmation. 
• Verify credit information submitted in account management software system at point of turnover, to include estimated amount of billing, billing type, and appropriate contact and update information as necessary until departure. 
• Maintain solid and open communication with all hotel operating departments. 
• Maintain good working relations with preferred vendors of the hotel. 
• Maintain up to date information on program and food and beverage events in hotel’s inventory management system. 
• Attend all department and hotel meetings as necessary. 
• Provide on-going support for group reservations agents.
• Respond to all new leads within 24 business hours. 
• Track all new leads in operating system and include lead source. 
• Conduct site visits for all potential new wedding business. 
• Provide accurate estimates aligning with food and beverage minimums, rental rates, and staffing costs. 
• Create custom floorplans that do not exceed room capacities, adhere to all health and safety considerations and keep fire routes and emergency exits free and clear. 
• Enter accurate food and beverage minimums are correctly entered into operating system to ensure revenue projections are accurate. 
• Negotiate contract terms including cost estimates and inclusions. 
• Liase with client/ planner to ensure all details are recorded and passed along to detailer (Catering Services Manager)  
• Assist the client with food and beverage selection, event set-up and other services as required 
• Accurately communicate all hotel policies and health and safety protocols. 
• Maintain contact and effective communication throughout the sales process to ensure the highest level of guest satisfaction. 
• Keep accurate records of all client requests and deliverables, to ensure no details are missed when wedding is transferred to the Catering Services Manager to plan and detail.
• Performs other duties as assigned by Director of Catering & Events 

Qualifications 

• 3-5 years of wedding experience in a hotel or related industry; experience within a luxury hotel environment is an asset. 
• Excellent and accurate, communication skills; both verbal and written. 
• Driven by sales targets to ensure catering revenue goals are met. 
• Lead with elegance and an anticipatory mindset, to deliver five-star service. 
• Must adapt to the unique needs of each client. Must be able to multitask and prioritize departmental functions to meet deadlines. 
• Must work well in stressful, high-pressure situations with the ability to diffuse conflict. 
• Previous experience in catering, event sales or convention services/event planning an asset. 
• Computer skills including Microsoft Word, Excel, Outlook, Opera and Delphi. 
• Respond to all new leads within 24 business hours. 
• Track all new leads in operating system and include lead source. 
• Conduct site visits for all potential new wedding business.