Job Posting – Wedding & Event Coordinator

Overview
Century Barn Weddings is a family-owned and operated wedding venue located in Cavan Monaghan. We strive to provide a flexible and supportive work environment. We are looking for a Wedding/Event Coordinator who is guest-focused, professional, and independent, with strong problem-solving skills! The ideal candidate will be a detail-oriented and organized person. Please submit your resume and cover letter to info@centurybarnweddings.com.

Key Responsibilities
– Working with clients in planning their events by providing suggestions and feedback on all aspects of the ceremony and reception
– Communicating and working with clients
– Being the main client contact from the point of contract execution to event completion for client events
– Working with Wedding/Event Manager and Venue Managers for client inquiries and booking requests for weddings, corporate events, and private parties.
– Working with vendors to ensure that all details of the wedding are taken care of
– Organizing details as they relate to events e.g. setup time, setup location, start/end time, contact person, etc.
– Coordinating the wedding ceremony, reception entrances, dinner start time and any other special moments of the day
– Setting up the venue, table, floral arrangements, centrepieces, decor, cakes, furniture, etc
– Acting as a positive representative of the venue
– Acting as a liaison between clients, vendors, and the venue
– Building a positive and long-lasting relationship with clients, vendors and team members
– Supporting vendors and guests as needed
– Touring ceremony and event space as needed
– Providing administrative supports
– Performing other related duties as required

Skills and Qualifications
– Some experience in the wedding, event, and hospitality environment is an asset
– Outstanding organizational skills and detail-orientation skills
– Ability to manage multiple tasks and projects
– Sense of ownership and pride in your performance and its impact on the clients’ satisfaction
– Critical thinking and problem-solving skills
– Team player and self-starter
– Proven time-management skills
– Great interpersonal and communication skills
– Required to be available most weekends during the wedding season
– Ability to perform job functions with minimal supervision
– Ability to focus attention on details
– Working knowledge of Microsoft Word, Excel and other internet applications

Schedule
Flexible work schedule
Weekend shifts included
Company group benefit (extended health benefit, dental)

Location
400 Stewart Line, Cavan, ON

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Job Description
Pre-Wedding/Event Coordination
– Meeting with clients to create an event timeline, and to discuss event styling and decor ideas, the menu and rentals, and plan out wedding details
– Creating & customizing event floor plans and timelines
– Coordinating the wedding ceremony, reception entrances, dinner start time and any other special moments of the day
– Scheduling appointments such as the final details meeting, tastings & rehearsals
– Proving a final walk-through 1 month before the wedding
– Attending the wedding rehearsal
– Acting as a liaison between clients, vendors and the venue to ensure all the details are communicated
– Organize details as they relate to events e.g. setup time, setup location, start/end time, contact person, etc.
– Ensuring our event calendars, logistics and staffing for events are organized
– Provide set-up instructions and a to-do list prior to each event for team members
– Being the main client contact from the point of contract execution to event completion for client events
– Working with Wedding/Event Manager and Venue Managers for client inquiries and booking requests for weddings, corporate events and private parties
– Coordinating with vendors to ensure that all details of the wedding are taken care of
– Prepare a checklist for all activities and ensure the completion
– Organizing RSVPs and meal requests from the guest list
– Creating the seating chart
– Creating a photography timeline with a list of any specific images couples want to capture
Order rentals (linens, chairs, and place settings)
– Confirming rentals have been delivered before the event

Day-of-Coordination
– Setting up the venue, table, floral arrangements, centrepieces, decor, cakes, furniture, etc
– Overseeing the event as a whole and ensuring everything is going well
– Manage events to keep the wedding flowing smoothly and on schedule
– Coordinate with caterers, florists, photographers, DJ, and occasionally a tent team to ensure efficient coordination of all services
– Working with Venue Manager and Property Manager to set up and tear down for weddings and events
– Ensuring that the timeline for the wedding is followed
– Greeting vendors as they arrive on the property
– Responding to any last-minute emergencies or changes
– Troubleshooting any problems on the day of in a calm and professional manner
– Addressing any overlooked details
– Taking responsibility for the marriage license, vows, and rings
– Ensuring that wedding party members are in their positions before the wedding processional begins
– Providing cues for the DJ, officiant, and client during the ceremony

Client Services
– Touring ceremony and event space as needed
– Acting as a positive representative of the venue
– Acting as a liaison between clients, vendors and the venue
– Building a positive and long-lasting relationship with clients and vendors
– Answering client questions
– Answering phone and e-mail messages
– Assisting clients with their wedding style and design

Administration
– Creating purchase orders for vendors (Catering, DJ, Bartending, rentals, officiant, photographer, etc.)
– Managing and following up with client payment schedules and processing payments
– Working with Venue Managers to create contracts and addendums
– Working with Microsoft Word, Excel and other internet applications
– Ensuring all the required documents such as Party Alcohol Liability (PAL) insurance and Special Occasions Permit (SOP) and security deposit are collected in a timely manner
– Performing other related duties as required