Wedding Coordinator at Crystal Ballroom Sta

Job Summary:

Inspired by our commitment to excellence here at Crystal Ballroom, the sales and operations teams at our Company - create unforgettable memories for our guests. The successful Day Of Event Coordinator will successfully act as the customer’s primary contact after the Sales Manager/Team Manager has closed the sale ensuring continuous customer satisfaction leading up until the event.

Duties & Responsibilities

Event Coordination & Customer Service:

• Coordinate the event with the Operations, and Administrative Departments once the sale has been finalized
• Act as the liaison between the Company and vendors
• Obtain all information related to the event from the sales team and individual calls to and from the client
• Coordinate all components of the event including but not limited to event packages, accommodation, Design and decor, Crystal Ballroom Procedures and other special event orders
• Crystal Ballroom Operations Departments to ensure proper execution of the service promised
• Ensure communication is done in a timely and efficient manner according to our guidelines
• Solicit input and works with Director of Sales and other appropriate sales team members to finalize any details necessary
• Meeting and communication ahead of time from the scheduled event
• Provide prompt responses to customer communication
• Service/detail all brides 90 days out and be onsite coordinator the day of the wedding
• Communicate with all vendors ahead of time to ensure all details are organized prior to event

Pre-Ceremony

• Facilitate on-time arrival of hair and makeup stylist
• Coordinate any food deliveries and set up
• Make sure personal flowers i.e. bouquets and boutonnieres are set up in the bridal suite.
• Make sure all vendors arrive on time.

Ceremony

• Assist in setting up programs and other ceremony items i.e. guest book, unity candles, etc.
• Ensure that room attendants arrive on time and are ready.
• Ensure ceremony musicians arrive on time and direct them as to where to set up.
• Confirm musician has correct list of songs for processional and recessional
• Communicate with bride and groom so that they know how much time remains before the start of the ceremony.
• Line up the bridal party for their entrances down the aisle and cue them when to go.
• Cue to Officiator and Musicians when ceremony is about to begin.

Prior to Reception

• Meet with DJ or musician to confirm introduction list.
• Meet with catering company and confirm food timeline.
• Ensure transportation is on time for departure to park for bridal party photos (if needed).
• Ensure venue staff has everything they need to be successful during cocktail hour.
• Ensure proper flow of cocktail hour (Food and beverages).

Reception

• Cue band or DJ when the guests have found their seats and bride and groom are ready for introduction.
• Cue vendors when important events are about to take place i.e. first dance, cake cutting, toast, etc.
• Cue best man, maid of honor, parents when they are about to be announced for toasts.
• Communicate with the banquet manager to ensure staff is prepared to pour champagne before the toast.
• Be aware of timing of catering service and make sure people are served promptly.
• Prevent and fix any problems that may arise during your event.
• Remain easily accessible through the entire event in case there are any details you would like attended to.
• Pack up gifts/cards, miscellaneous ceremony and reception items and have them ready.

Administrative:

• Document customer interaction Crystal Ballroom database
• Attend and participate in the calendar management meeting
• Attend other pertinent meetings as requested
• Maintain good organizational skills through time management, setting priorities, and accurate paperwork

The successful Event Coordinator will personally contribute to the unforgettable guest experience, will be favorably viewed by supervisors and peers, and will be swift and efficient in the execution of their assigned duties. Performance will be measured by internal and external customer satisfaction, departmental tests, management evaluation, and feedback from peers

Job Specifications / qualifications:

• Bachelor’s degree in a discipline related to the work of the position OR equivalent experience
• Minimum of one (2) years of previous customer service experience
• Minimum of one (2) years related industry experience
• Communicate effectively in oral and written form
• Maintain high level of organization
• Be detail oriented
• Handle multiple tasks/projects at one time
• Focus on customer needs
• Meet deadlines
• Establish and maintain effective working relationships as required by job responsibility
• Listen effectively, assesses the situation, determine relevant issues, & suggest solutions
• team player

Experience Required

• Previous experience in event planning in wedding business
• Strong project managing skills
• Deadline and detail-oriented
• Ability to work well in teams

EducationRequired

• Bachelors or better

Job Type: Full-time

Commission Plus Tips