Job Description

Job Description

Job Description

Position:  Wedding Coordinator, Event Coordinator

Position Type:  Full-Time (40 Hours Per Week)

Location:  Oakwood Resort | Syracuse, IN

Reports to:  Director of Events

Works Alongside:  Events Manager, Event Coordinators, Events Staff

Position Summary:

We are expanding our team at Oakwood Resort and seeking a skilled and motivated Wedding & Event Coordinator to join us! This role presents an exciting opportunity to contribute to a dynamic and collaborative environment, where your expertise will play a key role in shaping our future as our company grows.

We are looking for an energetic and detail-oriented Wedding & Event Coordinator with a strong focus on sales. In this position, you will be responsible for planning and executing weddings and special events while driving event sales and increasing bookings at the resort. The ideal candidate will demonstrate outstanding organizational skills, a passion for hospitality, and proven experience in both event coordination and sales.

*Weekends from May to October are mandatory due to peak event season.*

Key Responsibilities:

Sales & Client Acquisition:

• Proactive Sales : Actively prospect for new clients by responding to inquiries, conducting outreach, and participating in networking events, bridal shows, and expos to generate new leads.
• Venue Tours & Client Meetings : Conduct site visits and tours with potential clients, showcasing Oakwood Resort’s event spaces, amenities, and services.
• Contract Negotiation : Negotiate contracts with clients, tailoring packages to meet their specific needs while staying within budget guidelines and maximizing revenue.
• Follow-Up & Closing : Follow up on leads and inquiries, delivering personalized proposals and packages. Ensure timely follow-up with potential clients to secure bookings and close sales.

Event Planning & Coordination:

• Client Consultation : Collaborate with clients to understand their event vision, needs, and expectations. Provide professional guidance on event logistics, timelines, and design to ensure a successful event.
• Event Execution : Oversee all aspects of event coordination, including setup, décor, and catering. Manage day-of logistics to ensure a seamless experience for the client and guests.
• Vendor Coordination : Work closely with external vendors, such as florists, photographers, and entertainment providers, to ensure all services are executed according to the event plan.
• Payment Management : Assist clients with ensuring all expenses align with the agreed-upon services. Track payments, issue invoices, and manage financial aspects of the event on behalf of Oakwood Resort.

Client Retention:

• Build and maintain strong relationships with past clients, encouraging referrals and repeat business through outstanding service and follow-up.

Administrative Duties:

• Sales Documentation:  Prepare and manage all sales-related documents throughout the sales process, including proposals, contracts, banquet event orders (BEOs), and invoices, ensuring accuracy and timely delivery to clients.
• Sales Database Management : Maintain accurate records of all inquiries, bookings, and client interactions in the event management system.
• Post-Event Reporting : Conduct post-event reviews with clients to gather feedback and identify opportunities for improvement. Contribute to event reports and maintain a strong client database.

Qualifications:

• Proven experience in event coordination and/or sales, ideally within the hospitality or event management industry.
• Exceptional interpersonal and communication skills, with the ability to build strong client relationships.
• Ability to manage multiple events and sales prospects simultaneously while maintaining attention to detail.
• Familiarity with event management and CRM software is an advantage.
• Flexibility to work weekends, evenings, and holidays as required.
• Ability to lift and carry event-related equipment.

Education:

• High School Diploma or equivalent
• Degree in Hospitality and Tourism (Preferred)

Experience:

• Event Planning: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

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