Estate 248 at Poppy Estate Golf Copurse is hiring a part-time assistant wedding coordinator position. We are looking for an individual who will enjoy working with our Wedding Cordinatorr and developing relationships with our clients! If you are friendly, detail-oriented, eager to learn, and desire to join a team that cares about each other and every event, we are looking forward to meeting you!
Job Summary
We are seeking a highly organized, detail-oriented, and calm-under-pressure Assistant Wedding Coordinator to ensure our clients' wedding days run smoothly and flawlessly. The Assistant Wedding Coordinator will act as the primary point of contact on the day of the event, managing timelines, overseeing vendors, and resolving any unexpected issues. The ideal candidate has a passion for hospitality, excellent problem-solving skills, and the ability to turn a couple's vision into a seamless reality.
Duties and Responsibilities
Working directly with the Wedding Coordinator / Management team:
Venue Operations & Administration
- Venue Tours: Conduct professional, guided tours of the facility for prospective clients, showcasing the event spaces, explaining available packages, and assisting with closing bookings.
- Client Onboarding: Create and manage profiles for booked couples upon signing, ensuring all event details, contracts, and sales information are accurately entered and maintained in the management system.
- Client & Guest Communication: Manage ongoing, timely correspondence with the signed couple through their profile, and provide professional responses to guest questions and contacts leading up to the event.
Pre-Wedding Coordination
- Client Meetings: Lead the 60-day and 30-day client consultations to review all contracts, confirm vendor details, finalize floor plans, and translate the couple's overall vision into a concrete, executable timeline.
- Timeline Creation: Develop a comprehensive, minute-by-minute timeline and itinerary for the wedding day, distributing it to the wedding party, family, and all hired vendors.
- Rehearsal Management: Organize and direct the wedding rehearsal, ensuring the wedding party knows their cues, standing positions, and the general flow of the ceremony.
Day-Of Execution
- Venue Setup: Oversee the setup of the ceremony and reception spaces, ensuring floor plans, seating charts, and decor align with the couple's exact specifications.
- Vendor Management: Serve as the main point of contact for all vendors upon arrival, directing them to their setup locations and ensuring they have what they need.
- Schedule Management: Keep the entire event on schedule, prompting the wedding party, vendors, and guests for key moments (e.g., processional, grand entrance, speeches, first dance, cake cutting).
- Guest Assistance: Assist guests with finding their seats, answering questions, and accommodating special needs or dietary restrictions.
- Troubleshooting: Discreetly handle any emergencies, delays, or issues that arise behind the scenes without causing stress to the couple.
- Teardown and Load-Out: Coordinate the end-of-night breakdown, ensuring all personal items, gifts, and leftover decor are securely packed and handed over to the designated family member, and that vendors clear the venue on time.
Job Type: Part-time
Pay: $20.00-$24.00 per hour
Experience:
- Event cordination: 2 years (preferred)
Licence/Certification:
- BC Driver's Licnese (preferred)
- Serving It Right (preferred)
