KEY PERFORMANCE INDICATORS

Wedding Package Upgrades
Total Value of Weddings Delivered
Successfully Delivered Weddings
Customer satisfaction through surveys, 5-star reviews, and direct customer feedback.

PURPOSE

The purpose of the wedding coordinator is to oversee and manage all aspects of
wedding planning and coordination for couples, ensuring the successful execution of
their special day. They have a huge impact on the couples by guiding them through
the preparation process, and orchestrating a memorable experience through
meticulous planning, effective communication, problem-solving, and generally going
above and beyond to ensure client satisfaction.

DUTIES

Responsibilities include, but are not limited to:
1. Reporting to the lead wedding coordinator, the direct senior, and the
operations manager in their absence.
2. Ensuring that one is fully trained and efficient in all wedding coordinator
functions and procedures for coordinating weddings, and a good
understanding of all company policies relating to: front of house, reporting of
statistics, fire, Health and Safety, etc.
3. Wedding planning for booked couples by offering support and guidance, for
up to four years in advance. Building a rapport with your couples throughout
their wedding planning.
4. Conducting venue show rounds for booked couples and suppliers on request.
5. Booking and conducting Final Detail Meetings with couples to obtain all the
data necessary for creating bespoke documents for their wedding day.
6. Maintaining prompt and professional communication with booked couples
before and after wedding coordinator assignment.
7. Organising food tasting sessions for booked couples and attending/running
these sessions.
8. Creating schedules and coordination documents for venue staff to use, such as
Kitchen Function Details and Bar Drink Lists.
9. Liasing with suppliers to ensure full coordination is completed before the
event, which includes completing documentation like Public Liability
Insurance documents.
10. Coordinating the wedding day, starting prior to the couple arriving. Ensuring
wedding schedules and seating plan is adhered to as much as possible and
ensuring other department staff are well coordinated to ensure a successful
day.
11. Providing support and guidance to the couple throughout the day by
maintaining communication, care and genuine interest in their day.
12. Greeting and helping direct guests.
13. Overseeing all logistics such as ensuring that the wedding schedule is
followed, greeting and coordinating registrar, supplier arrival and setups,
kitchen schedule, leading and guiding front of house staff by task delegation
and completion, etc.
14. Problem solving and maintaining good communication with the team on
inevitable delays and amended times.
15. Organizing wedding announcements and conducting them upon request.
16. Overseeing full food service to ensure that it is on time and professional.
17. Ensuring reception, wedding breakfast beverages and bar stock are done by
operations and duty managers.
18. Ensuring correct and swift communication takes place between the food and
beverage team and other venue departments.
19. Maintaining all Food Hygiene, Health and Safety policies when overseeing
beverage and food service.
20.Overseeing correct, smooth and timely setup of venue spaces – venue
entrance, bar, ceremony, wedding breakfast room, and getting ready room.
Assisting with setups where required.
21. Managing and adhering to venue sound volumes from beginning to end of
wedding toasts.
22.Ensuring correct number of staff are scheduled by the operations manager.
23.Conducting seamless handover with the evening duty manager to ensure the
couple feels comfortable with the change of staff. Ensuring team and guests
are well informed.
24.As required, assisting couple or the operations manager with tasks relating to
event management.
25.Overseeing the storage and upkeep of event linen, tables and chairs.
26.Ensuring office desk, filing, storage, drawers, etc. are well maintained,
organised and clean.
27. Ensuring all administration is accurate and up to date both electronically and
hardcopy. This includes, but is not limited to, wedding planning documents,
event schedules, kitchen function details, couple files, bar menu lists,
department documentation, payment trackers, accident reports, etc.
28.Reporting accurate individual statistics on time to lead wedding coordinator.
29.As required, attending daily and weekly staff meetings.
30.Taking the necessary steps to ensure that all service positions are filled by
liaising with the operations manager.